MFN 010 (English)

MFN- 010
Understanding Computer
Indira Gandhi Applications
National Open University
School of Continuing Education
UNIT 1
Introduction to Computers 5
UNIT 2
Windows Interface 15
UNIT 3
File Explorer and Applications 34
UNIT 4
Introduction to Internet 46
UNIT 5
Introduction to MS Word 56
UNIT 6
Formatting Documents 69
UNIT 7
Desktop Publishing Features 84
UNIT 8
Advanced Features in Word 97
UNIT 9
Introduction to Microsoft PowerPoint 113
UNIT 10
Advanced Features of Microsoft PowerPoint 131
UNIT 11
Introduction to Microsoft Excel 142
UNIT 12
Advanced Features of Microsoft Excel 164
UNIT 13
Computer Maintenance and Troubleshooting 194
UNIT 14
Ergonomics 205
M.Sc. (DFSM) Expert Committee
Prof. Tara Gopaldas Dr.Shobha Udipi Dr. Indira Chakraborthy
Tara Consultancy Services Department of Foods and All Indian Institute of Hygiene
Bangalore-560093 Nutrition and Public Health
SNDT University, Mumbai. 110, Chittaranjan Avenue
Dr.Kumud Khanna Kolkatta
Former, Head, Dr. Sushma Sharma
Institute of Home Economics, Department of Foods and Dr. Umesh Kapil
F-4, Hauz Khas Enclave Nutrition, Lady Irwin College, Human Nutrition Unit
New Delhi New Delhi All Indian Institute of Medical
Sciences, New Delhi
Dr. Mary Mammen Parvathi Eashwaran Dr.Ulvir V Mani
Christian Medical College Department of Foood Service Department of Food and Nutrition
and Hospital Management Avinashilingam College of Home Science
Udam Seudder Road Institute of Home Science M.S.University
Post Box No.3, Vellore and Higher Education for Women, Vadodara
Coimbatore
Ms.Rekha Sharma Dr.(Mrs.) K. Puri
Ex. Chief Dietitian Dr.(Mrs.)Molly Joshi Former Professor
All India Institute of Ex. Chief Dietitian Foods and Nutrition Department
Medical Sciences, New Delhi Department of Dietetics Punjab Agricultural
CMC Hospital, Ludhiana, Punjab University, Ludhiana
Dr.Shikha Khanna
Ex. Chief Dietitian Dr.Deeksha Kapur (Convenor) Dr. Annu J Thomas
Ram Manohar Lohia School of Continuing Education, School of Continuing Education,
Hospital, New Delhi IGNOU, New Delhi IGNOU, New Delhi
M.Sc. (DFSM) Programme Coordinator

Prof. Deeksha Kapur
Discipline of Nutritional Sciences
School of Continuing Education
IGNOU, New Delhi
Course Design and Preparation Team

Prof. H. P. Dikshit Shri Akshay Kumar Shri Shashi Bhushan Sharma Adaptation of Material for
Vice Chancellor SOCIS, IGNOU SOCIS, IGNOU MFN-010 Course
IGNOU Prof. M. Tawfik Mr. Sanjay Jasola Prof. Deeksha Kapur
Prof. S. C. Garg Director Computer Division, Discipline of Nutritional Sciences
Pro Vice Chancellor UNESCO Delhi Office IGNOU School of Continuing Education
IGNOU Dr. Huma Masood IGNOU, New Delhi
Dr. Vijayshri UNESCO Delhi Office
School of Sciences
IGNOU
MFN-010 Course Revision Team (2019)

Content Contributor Content Editor Prof. Deeksha Kapur
Ms. Poonam Trikha Mr. Akshay Kumar Discipline of Nutritional Sciences
New Delhi SOCIS, IGNOU School of Continuing Education
(Units 1-14) New Delhi IGNOU, New Delhi
Ms. Isha Nagrath
(Academic Associate)
Discipline of Nutritional Sciences
SOCE, IGNOU, New Delhi
Production
Mr. Arvind Kumar
Assistant Registrar (Pub.)
SOCE, IGNOU
October, 2019 (Revised)

 Indira Gandhi National Open University, 2005
ISBN-81-266-2012-9
All rights reserved. No part of this work may be reproduced in any form, by mimeograph or any other means,
without permission in writing from the Indira Gandhi National Open University.
Further information, about the Indira Gandhi National Open University courses may be obtained from the University’s
office at Maidan Garhi, New Delhi-110 068.
Printed and published on behalf of the Indira Gandhi National Open University by Registrar, (MPDD).
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INTRODUCTION
In recent years, the world has witnessed a rapid and explosive growth in the
area of media and telecommunication technology. This technology is now available
all over the world. Increasing emphasis is being placed in all countries on
generating, distributing and using information in various sectors like agriculture,
nutrition and health, textile, banking, tourism, business and education.
Students are taught to use Information and Communication Technology (ICT)
tools to find, explore, analyze, exchange and present information responsibly,
creatively and with discrimination. They learn how to employ ICT to enable
rapid access to ideas and experiences from a wide range of people, communities
and cultures.
Increased capability in the use of ICT promotes initiative and independent learning,
with learners being able to make informed judgements about when and where
to use ICT to best effect, and to consider its implications for home and work
both now and in the future. In addition to the above use of ICT in education,
it eliminates the physical distance, as learners, wherever they are, whoever they
are, could be in contact with teachers and other fellow students for information
exchange. With the advancement of ICT in education, innumerable benefits are
reaped. As the students are gradually introduced to electronic media, computers
and Internet, they automatically become acquainted with these technologies.
The present course ‘Understanding Computer Applications’, comprising 14 Units,
has been so designed to equip the learners to be aware of and make better
use of learning resources like computers. Computers - and the power they
bring to the student to access, manipulate, modify, store and retrieve information
- promote greater autonomy in learning.
Unit 1, in this course, introduces the learner to computers. It attempts to make
us - the learners - conversant with what a computer is and how it can be
useful to us in our workplace and our home. Unit 2 discusses windows operating
system. Operating systems are system softwares necessary for starting and
running a computer system. The information given in this unit will help you
become familiar with some terms of the operating system in order to be able
to operate a system independently. In Unit 3, advanced features of Windows
2010 operating system, which includes management of files and folders using
windows explorer, is covered. It presents an insight into windows applications
such as Notepad, Calculator, Wordpad etc. and describes the system tools.
Internet technologies changed the way we communicate with others. What is
internet and how to use it is the focus of Unit 4.
Microsoft Office includes Word, Excel, PowerPoint, Access, Outlook, the Office
shortcut Bar and Office Assistant. Introduction to the MS-Word is the focus
of Unit 5. MS Word is a Microsoft software that let you create letters, memos,
reports, term papers etc. You will find this unit very handy and useful. Once
you have created a document, it is also important to know how to format it.
Formatting a document includes assigning fonts and font size, aligning text, dividing
the text into columns, adjusting the line and paragraph spacing (space between
lines and paragraphs) and setting margins (the distance between the actual page
border and the text). All these aspects are described in Unit 6. When you are
writing something, no matter how careful you are, mistakes are likely to happen.
Most of the errors are wrong spelling. Working with MS word, you will realize
that Microsoft Word strikes the unfamiliar words with a red underline and thus
ensures that the document is produced free of spelling errors. All these desktop
publishing features and many more are explained in Unit 7. Some advanced
Understanding Computer features offered by MS-Word, which if learnt properly, can be extremely useful
Applications
in certain situations. The two most important features are the Mail Merge and
the Tables which are highlighted in Unit 8.
Another useful software of Microsoft Office - Powerpoint - is covered in Unit
9 and Unit 10. PowerPoint can be used to create slides, photo print or on-
screen presentations. We can insert pictures, sounds, animation and type text
in presentations using powerpoint. All these features are discussed in Unit 9.
The advanced features of microsoft powerpoint are covered in Unit 10.
Presentations are supposed to be graphic in nature so that they have an immediate
effect on the audience. Presentation can be made more attractive by inserting
movies and sounds, animations etc. We will learn about how to use these advance
features of powerpoint in this unit.
Unit 11 introduces microsoft excel. MS Excel is an electronic spreadsheet. A
spreadsheet is a generic term for the software package that simulates a paper
worksheet often used by people in management. A variety of applications for
which MS-Excel can be used include automating financial statements, business
forecasts, transaction registers, inventory control, accounts receivable and
accounts payable. MS-Excel provides statistical, analytical and scientific functions.
MSExcel comes across as a powerful and flexible graphical presentation tool,
you would see as you read through this Unit. The advanced features of microsoft
excel are described in Unit 12. These are related to using formulas, functions
and macros, creating headers and footers in the worksheet, protecting data within
the worksheet, inserting picture into worksheet etc.
Computer maintenance and troubleshooting is another important issue related to
the study of computers. Unit 13 covers this crucial aspect. Maintenance activities
like regular brushing, dusting, vacuum cleaning etc. are the important and mostly
ignored preventive measures. Regular maintenance generally takes care of most
of the problems especially those of data loss. So it should be given due
importance. We will learn about this in this Unit. Further the concept of
trobleshooting is described in this Unit. Troubleshooting, we will learn, actually
deals with isolating the source of a problem and fixing it. Troubleshooting covers
both hardware and software.
Finally in Unit 14 we will cover ergonomics. Along with the expanding use of
computers and such technology have come reports about adverse health changes
for computer users. Here we will examine the factors that may impact your
health and performance while using a computer. So a comprehensive coverage
of computers and its usage is the focus of this course.
4
Introduction to Computers
UNIT 1 INTRODUCTION TO
COMPUTERS
Structure
1.1 Introduction
1.2 Objectives
1.3 What is a Computer?
1.4 Some Important Fundamental Terms
1.5 What are the Parts of a Computer?
1.6 What Goes on Inside a Computer?
1.7 Let Us Sum Up
1.8 Check Your Progress Exercise
1.9 Answers to Check Your Progress Exercises
1.1 INTRODUCTION
In this Unit, we try to make you conversant with what a computer is and
how it can be useful to you in your workplace and your home. Two-Three
decade ago, most people had little to do with computers at least directly. Then
slowly, as computers evolved, it changed everything. These days nearly
everybody is using computers in all areas of life so, why should you be left
behind?
1.2 OBJECTIVE
After going through this unit, you should be able to:
 define the term Computer;
 list the various parts of a computer;
 describe the various components of a computer;
 explain the term Software; and
 distinguish between Hardware and Software.
1.3 WHAT IS A COMPUTER?

Computer is an electronic device for storing and processing data, in binary
form, according to the instructions given by a computer program. The basic
function of Computer is the execution of command(s). A series of commands
is normally known as a program. Command is an instruction given to the
computer to do a specific task.
A computer has two major parts: Hardware and Software. All those parts
of a computer, which can be seen and touched, are known as hardware.
For example, keyboard, monitor, mouse etc. Software is another name 5
for programs.
Understanding Computer Hardware and software are discussed at length later in this Unit. These days,
Applications
a computer is not limited only to computation, but it can also be used for
writing letters, maintaining database, listening to songs, viewing movies and
shopping online etc.
A computer is a very powerful machine. It can compute several billions of
instructions per second. In fact it will not be an overstatement to say that
a computer is, generally speaking, computationally the most powerful machine
ever developed by humans!
1.4 SOME IMPORTANT FUNDAMENTAL TERMS
Fig. 1.1: Hardware
As stated in the previous section, computers are made up of hardware and

software. Hardware is any computer part that is tangible in nature i.e. can
be seen, touched and felt. For instance, monitor, keyboard, mouse, speakers,
joystick, hard drive are all hardware.
Computer hardware is useless unless it is provided with the necessary software.
Software is a term which is used to describe the instructions that are given
to computer. Software is a set of programs, which are designed to perform
a well-defined function. A program is a sequence of instructions written to
solve a particular problem. Software is capable of performing many tasks using
the hardware.
Software is classified into specific categories in the computer world i.e. System
Software and Application Software.
 System Software – System Software controls the working of the
computer system and manages effective execution of a user’s applications.
It enables other software to interact with the computer hardware. They
6 also control the peripheral devices. System software includes operating
systems, device drivers, and more. System software is almost always pre- Introduction to Computers
installed on your computer.
 Application Software – Application software are developed in order to

execute some specific function such as word processing, payroll processing,
inventory control etc.
Data is raw, unorganised facts that need to be processed. Data can be

something simple and seemingly random and useless until it is organised.
Information is data, when data is processed, organised, structured or

presented in a given context so as to make it useful, it is called information.
Default refers to pre-selected settings which are used in case a uses does
not specify specific choice, i.e. a default drive on a computer is hard disk
drive. In computer language those original parts are the default parts.
BIOS - BIOS refers to basic input/output system (BIOS). BIOS software

is built into the PC, and is the first code run by a PC when powered on,
and that is why it is called boot firmware. In computing, firmware is software
that is embedded in a hardware device. Thus, primary function of the BIOS
is to test and set up the hardware and load and start an operating system.
Uniform resource locator (URL) the address of a site on the World Wide
Web (a major application of Internet discussed in Unit 3); a standard way
of locating objects on the Internet.
File - Nameable unit of data storage; an element of data storage; a single

sequence of bytes.
Folder - A graphical representation used to organise a collection of computer

files; as in the concept of a filing cabinet (computer’s hard drive) with files
(folders)
Freeware - Software provided at no cost to the user.
Volatile - The word Volatile refers to the fact that the contents of the memory
are lost if the power is switched off.
Non-Volatile - Non-Volatile on the other hand means that the contents are
preserved even after the power is switched off and could be read again when
its switched on.
1.5 WHAT ARE THE PARTS OF A COMPUTER?

The basic part of computer is processor (CPU), memory, and input/output
devices. Each computer receives input from a variety of devices, processes
that data with the CPU and memory, and sends results to some form of output.
The main Parts of a Personnel Computer are as follows:
Computer case
The computer case contains the main components of the computer,

including the motherboard, central processing unit (CPU), and power supply. 7
Understanding Computer The front of the case usually has an On/Off button and one or more optical
Applications
drives.
Fig. 1.2: Computer Case
Computer cases come in different shapes and sizes. A desktop case lies flat
on a desk and the monitor usually sits on top of it. A tower case is tall and
sits next to the monitor or on the floor.
Motherboard
Fig. 1.3: Motherboard

A motherboard is one of the most essential parts of a computer system.
Each component of computer is attached to the motherboard. It holds
together many of the components of a computer, including the central
processing unit (CPU), memory and connectors for input and output
devices.
The motherboard receives power from the computer’s power supply. The
motherboard allows all the components to communicate, including the
CPU.
Central Processing Unit (CPU)
8 Fig. 1.4: Central Processing Unit

It is referred to as a processor, central processor, or microprocessor, the CPU Introduction to Computers
is the central processing unit of the computer. A central processing unit is the
electronic circuitry within a computer that carries out the instructions of a
computer program by performing the basic arithmetic, logic, controlling, and
input/output operations specified by the instructions. The CPU is the brains
of the computer where most calculations take place.
Random Access Memory (RAM)
RAM is alternatively referred to as main memory, primary memory. Random
Access Memory is a hardware device that allows information to be stored
and retrieved on a computer. RAM is found in servers, PCs, tablets, smart
phones and other devices, such as printers.
Fig. 1.5: Random Access Memory
Random Access Memory is volatile. That means data is retained in RAM

as long as the computer is on, but it is lost when the computer is turned
off. When the computer is rebooted (re-started), your data can be reloaded
into RAM, usually from a Hard Drive provided you have saved your work.
Monitor
The monitor works with a video card which is located inside the computer
case, to display images and text on the screen. Most monitors have control
buttons that allow you to change your monitor’s display settings, and some
monitors also have built-in speakers.
Newer monitors usually have LCD (liquid crystal display) or LED (light-
emitting diode) displays. These can be made very thin, and they are often
called flat-panel displays. Older monitors were using CRT (cathode ray tube)
displays. CRT monitors are much larger and heavier, and they take up more
desk space.
Fig. 1.6: Monitor
Keyboard
A computer keyboard is one of the primary input devices used with a
9
computer. Similar to an electric typewriter, a keyboard is composed of
Understanding Computer buttons that create letters, numbers, and symbols, as well as perform other
Applications
functions.
Fig. 1.7: Keyboard
Mouse
A computer mouse is a handheld hardware input device that controls a cursor
in a GUI (graphical user interface) and can move and select text, icons, files,
and folders on your computer. The mouse is another important tool for
communicating with computers. It is also known as a pointing device. There
are two main mouse types: optical and wireless mouse.
Fig. 1.8: Mouse
Basic functions of Computer

A computer is designed to perform four basic functions such as input,
processing, storage and output which are discussed below:
Input: To perform computation, computer requires input of data from
users. The data is entered using an input device, such as a keyboard, mouse
etc. Input devices translate the data into electronic signals the computer can
process.
The keyboard is an example of an input device that accepts data and translates
it into electronic signals. For example, when you press the Alphabet A on
the keyboard, it is translated into its electronic code, which is sent to the
computer. So keyboard is one way to get data into the computer. Mouse,
Scanner are other examples of Input Devices.
Processing: the retrieval or manipulation of information into a new form (e.g.,
results from a search engine). Processing refers to the calculations and other
functions that a computer performs on the data. The Computer processes the
data according to a set of instructions called a program. Processing is performed
by a very important part of a computer known as the processor.
10
Output: Computer prints the processed information in a form that can be used Introduction to Computers
by the user. The information is printed, displayed, or reported using some type
of output device like a printer or monitor. Output devices convert information
from the electronic form used by the computer into a form that people can
easily work with.
Storage: It is helpful in storing or preservation of information for later use
(e.g., files stored on a hard drive).
Computer saves the data or instructions for future use and retrieval, on various
storage devices. The storage areas are also frequently referred to as the
memory. The memory of a computer is a place where data and programs
are stored. The memory is of two types. One meant for permanent storage
i.e. auxiliary memory, and the one meant for temporary storage i.e. main
memory. Both are discussed below.
 Main memory - Main memory serves as a temporary storage area
for data and instructions. This memory is generally not separated from
the computer and therefore it is also called as Internal Memory. Data
and instructions are required to be stored in main memory from where
it can be retrieved by central processing unit for processing results. This
memory is also called RAM or Random Access Memory. The main
memory is designed to be very fast. A very important aspect is that it
is volatile in nature.
 Auxiliary memory - The programs and data, which are required to
be used again and again, are kept in auxiliary or secondary memory.
This memory is more frequently separated from the computer and
therefore it is also called as External Memory. USB drives, Hard disks,
CDs, DVDs are the common examples of Auxiliary memory.
1.6 WHAT GOES ON INSIDE A COMPUTER?

What actually happens when you input the data for processing? Inside the
computer, the following events take place when a user inputs the data:
Fig. 1.9: Information Processing Cycle
 The program and the necessary data are entered into the computer
system from an input device and are stored in main memory where 11
they can be accessed as needed.
Understanding Computer  Now, the CPU retrieves the instructions from the main memory, one by
Applications
one, and decodes each instruction to determine what operation to be
performed.
 When required by instruction, the CPU also retrieves the necessary data
from main memory.
 The CPU then performs the operation required by the instruction,
which might be arithmetic or logical operation. As each instruction
is performed, the results are either temporarily saved by the CPU
or are stored in main memory.
The data processing cycle data (retrieve instruction, decode and execute
instruction, save results) is repeated until all the program instructions have
been carried out by the CPU. The final results are then either stored in
main memory, or is sent to an output device such as a printer.
1.7 LET US SUM UP

In this unit you learnt the basic concepts of the computer, this unit is critical
in your understanding of the subsequent units. Do not worry if you are still
not well versed with the concepts, you can come back to the unit and brush
up the basics whenever the need be.
1.8 CHECK YOUR PROGRESS EXERCISE

1. Define the term Computer.
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2. What is the difference between Volatile and Non-Volatile?
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3. Differentiate between hardware and software.
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4. What is System Software?
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5. Enumerate the four main functions of a computer. Introduction to Computers
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6. What is main memory in a computer?
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1.8 ANSWERS TO CHECK YOUR PROGRESS

EXERCISE
1. Computer is an electronic device that is designed to work with
Information. The term computer is derived from the word ‘compute’,
which means calculation. Computer can not do anything without a
Program.
Computer is an advanced electronic device that takes raw data as
input from the user and processes these data under the control of
set of instructions called program and gives the result/output and saves
output for the future use. It can process both numerical as well as
non-numerical (arithmetic and logical) calculations.
2. Volatile Memory is a type of memory in which data contained in
the memory is lost whenever the power is turned off. RAM or Random
Access Memory is an example of a volatile memory. It is temporary
memory which is not capable of storing content permanently. Non-
Volatile Memory is a type of memory in which data is not lost in
case of power failure or turned off system. It is permanent type of
memory in which content is stored in permanently. ROM or Read
Only Memory is an example of the Non-volatile memory.
3. The differences between hardware and software are as follows:
 Hardware is all the physical parts of the computer, while software
is the programmes that till the computer what to do.
 Hardware is any computer part that is tangible in nature e.g.
Monitor, Keyboard, Mouse, Speakers while software is a series
of commands which are fixed in nature and are run together as
one unit for the sole purpose of making the computer do
something for e.g. Windows, Notepad, Paintbrush.
 The different types of hardware include system case, DVD-ROM
drive etc. while there are 2 types of software which include
system software and application software.
4. System software is a type of computer program that is designed to
run a computer’s hardware and application programs. The operating
system (OS) is the best-known example of system software. The
13
operating system manages all the other programs in a computer. The
Understanding Computer well known names of Operating system software are like Microsoft
Applications
Windows, macOS, Ubuntu (a Linux distribution).
5. The four main functions of a computer are:
 execution of command(s),
 processing of the data according to a set of instructions,
 printing the processed information that can be used, and
 Saves the data or instructions for future use and retrieval.
6. The main memory is defined as the central storage in a computer.
Main memory is where programs and data are kept when the processor
is actively using them. When programs and data become active, they
are copied from secondary memory into main memory where the
processor can interact with them. A copy of data remains in secondary
memory. RAM is an example of Main memory.
14
Windows Interface
UNIT 2 WINDOWS INTERFACE
Structure
2.1 Introduction
2.2 Objectives
2.3 Command Line Interface
2.4 Graphical User Interface
2.5 Some Important Windows Concepts
2.6 The Windows Start Button
2.7 Windows Properties
2.8 Working with Multiple Windows
2.9 Control Panel
2.10 Let Us Sum Up
2.12 Answers to Check Your Progress Exercise
2.1 INTRODUCTION
In the previous unit you learnt about basic concepts of a computer. We will
now discuss windows operating system (operating systems are system
software’s necessary for starting and running a computer system) in a little
more detail so that you be come familiar with some terms of the operating
system in order to be able to operate a system independently.
Operating Systems are the most important system software, which interact with
the application software and the computer hardware. Operating Systems
handles details such as executing programs, storing and processing data.
In information technology, the user interface (UI) or simply an “interface” is

everything designed into an information device with which a person may interact.
This can include display screens, keyboards, a mouse and the appearance of
a desktop. It is also the way through which a user interacts with an application
or a website.
There are mainly two types of interface i.e. Command Line Interface or Text
based Interface and Graphical User Interface. You will learn in more details
in coming sections of this unit.
2.2 OBJECTIVES
After going through this unit, you will be able to:
 differentiate between text based interface and Graphical User interface;
 change background color, Lock Screen & Wallpaper in Windows 10; 15

Understanding Computer  use Windows operating system in managing files and folders;
Applications
 list various features of Windows operating system; and
 Explain how multiple Windows work.
2.3 COMMAND LINE INTERFACE

A command line interface (CLI) is a text-based user interface (UI) used to
view and manage computer files. Command line interfaces are also called
command-line user interfaces, console user interfaces and character user
interfaces.
Fig. 2.1: Command line interface
Before the mouse, users interacted with an operating system (OS) or application
with a keyboard. Users typed commands in the command line interface to
run tasks on a computer.
Text-based Interface basically refers to a screen where everything is text. During

early 1980s and earlier computers were primarily text oriented, it was only
in the late eighties and early nineties that graphics evolved. Till then, the user
was required to remember all the commands and type them every time he
wanted to do a task.
Typically, the command line interface looks like a black box with white text.
The user responds to a prompt in the command line interface by typing a
command. The output or response from the system can include a message,
table, list, or some other confirmation of a system or application action. The
screen of command line interface is illustrated in Figure 1.
Unix shell is an example of command line interface. Also an example of

command line interface is command prompt in the Windows operating system.
In addition, programming languages can support command line interfaces.
16
Windows Interface
2.4 GRAPHICAL USER INTERFACE
Fig. 2.2: MS -Word Application Window
Today, the graphical user interface (GUI) is the most popular user interface.
A graphical user interface uses pictures to make it easier for the user. It is
more users friendly. A GUI uses windows, menus and icons to execute
commands. A mouse is the most common way to navigate through a GUI,
although many GUIs allow navigation and execution via a keyboard.
Windows is a Graphical User Interface, which in simple terms means that
whatever you see on the screen is made of geometrical shapes like squares
and rectangles and is quite colourful.
Elements of a GUI include such things as windows, pull-down menus, buttons,
scroll bars and icons. With the increasing use of multimedia as part of the
GUI, audio, video and virtual reality is increasingly becoming the basic user
Interface for many applications. MS Word is an example of GUI application
as shown in Figure 2.2:
The following terms should be of helpful before reading further:
Mouse
Mouse is not a part of the actual interface but mouse is at the heart of the
usage of GUI environment. Without learning how a mouse works, one cannot
be comfortable with the graphical user interface. A mouse generally has two
buttons: right click and left click (some have more for added functionality but
mostly two buttons are used) as shown in Figure 2.3.
Fig. 2.3: Mouse

17
Understanding Computer Following terms are used with the mouse functionally:
Applications
 Click – Mostly means pressing the left mouse button over a specific area
once.
 Double click – Almost always means pressing the left mouse button twice
in quick succession.
 Drag – Select the required on screen object, press the left mouse button
and drag it to another area by holding the left mouse button. It moves
the selected contents from the original place and drops them at the place
the mouse button was released. You must remember that after all a mouse
too is an input device just like keyboard. Therefore, it is perfectly alright
to list it as one of the input devices.
Window
A window is the basic component of a GUI environment. Window is basically
a rectangular area that acts as the container for other objects like menus, buttons
etc., MS Power Point screen short is illustrated in Figure 2.4.
Fig. 2.4: MS PowerPoint Window

Buttons
A button is square or a rectangle in shape, which is clicked. It looks a little
elevated from the surrounding area. It may have text or an image on its face.
When a button is clicked it actually means that user is asking the computer
to perform a particular task.
Fig. 2.5: View Button in MS-word Application

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Menus Windows Interface
A menu is list of items each of which performs a specific task when clicked
upon. Figure 2.6 illustrates the menus. Menus contain a group of items which
when clicked upon perform a particular task just like buttons.
Fig. 2.6: Page Setup menu in MS Word Application
In Figure 2.6, Page Layout menu/Tab have different options like Margins,
Orientation, Size Columns and each of these have a specific task orientated
drop-down menu.
Popup Menus
A popup menu is similar to a menu but it appears when the right mouse button
is clicked. The popup menu is illustrated in Figure 2.7.
Fig. 2.7: Popup Menu

Icons
Icons or small pictures are present on desktop that represent files, folders,
programs and other items. Icons are nothing but small images at times along
with text that are there to make you aware of them and allow to do many
tasks from one place, for example, people generally place icons and shortcuts
to many applications that they have on their computers, so that they can start
them whenever they want by just double clicking the icons. Different versions
of Windows has slight differences in its appearances but the basic idea remains
the same. The icons are illustrated in Figure 2.8.
19
Applications
Fig. 2.8: Icons
2.5 SOME IMPORTANT WINDOWS CONCEPTS

Now that you understand some of the GUI concepts, you should learn things
which are specific to the operating system that you wish to learn. There are
some very important concepts, which are specific to Windows, which you
should be very clear with before moving further.
The Desktop
When you start Windows, the large area you see is called the desktop. The
Windows Desktop is simply your operating system main screen. Here you have
access to an array of tools like the Start Menu, Taskbar, and other icons.
Look at Figure 2.9, which shows main window interface. You can easily modify
how the desktop looks, according to your choice.
Fig. 2.9: Desktop
Using Recycle Bin

In a computer terminology, a “file” is a document and a “folder” is a container
that can hold files and other folders.
Files and folders can become useless after a while and so they can be deleted
if the need be after selecting the file or folder. The recycle bin icon is illustrated
in Figure 2.10.
‘Recycle Bin’ is actually a place on your computer where all those files and
folders go which are deleted, and could be put back if you desire so, thus
it gives you a chance to have those files and folders back if you have deleted
them by miskate.
20
Windows Interface
Fig. 2.10: Recycle Bin
But if they are deleted from the recycle bin itself, then they can never be
recovered. So you should be careful while deleting anything from the recycle
bin, as you will never be able to have it back.
Computer Icon
You can use ‘Computer’ icon to quickly and easily see everything on your
computer. Double-click (press the left mouse button twice in quick succession)
the ‘Computer’ icon on the desktop to browse through your files and folders.
The Computer icon is shown in Figure 2.11.
Fig. 2.11: Computer Icon
Network Icon
At times, your computer might be connected to other computers on the
network, then the ‘My Network Places’ icon allows you to browse through
all the other computers on the network. Figure 2.12 illustrates the My Network
Places icon. When properly set up, Windows allows you to use the network
to your advantage and convenience, for example, if only one computer on
the entire network has a printer attached to it (which is quite common), you
can easily use that printer to print whatever you want. Also, if allowed, you
can access the data in files and folders on other computers on the network.
Thus networks are of great use and importance.
Fig. 2.12: Network Icon 21

Applications 2.6 THE WINDOWS START BUTTON
Windows 10 has a Start Menu which provides quick access to settings, folders,
and programs and also includes tiles. The bottom of the Windows 10 Start
Menu includes a search bar that allows you to search both your local PC
and the web.
Start button is located at the bottom left-hand side of the screen when windows
has finished loading and the desktop appears. It is one of the most frequently
used areas; it is used to perform functions like starting application programs
which is installed on your computer, finding a file, help, shutting down the
computer etc.
Fig. 2.13: Windows Start Button
Cortana helps you with search and control
Cortana, the Windows voice assistant, shows up in Windows 10 as a search

pane on the taskbar, which you can also use by saying ‘Hey Cortana’ and
when you start searching the Start menu. Cortana is your personal assistant
that works across your devices and other Microsoft services. Depending on
the capabilities of your device and the version of Cortana you are using, Cortana
can provide a range of features, some of which are personalized. On Windows,
Cortana uses Windows Search to help you search the web and your Windows
device; offers quick answers, translations, and calculations; sets alarms for you;
and performs other tasks that do not require personalization. Cortana can give
you search suggestions as soon as you start typing or speaking. Cortana can
help you out with some tasks even if your device is locked, including setting
a timer, playing music, or taking a quick note. This feature is on by default,
but you can turn it off at any time in Cortana > Settings.
22
Windows Interface
Fig. 2.14: Task switcher
Task Switcher
Task switcher allows you to switch between various tasks being performed
by you.
You can switch to the previous window by pressing ALT+TAB key or cycle
through all open windows and the desktop by holding down ALT and repeatedly
pressing TAB. Release ALT to show the selected window.
Finding a File or Folder
These days with larger capacity auxiliary memory users have huge amounts
of data on their PCs, because of which at times it is only human to forget
where a file or folder is, in such situations you can use Windows itself to
look for files and folders.
A quick way to get to your files/folder in Windows 10 PC is by using Cortana’s
search feature. Find your files in Windows 10 using the following steps:
 Select the search box on the taskbar
 Type the name of a document or folder into the search box. (see Fig. 2.15)
 You will see results for document or folder-on your computer.
Fig. 2.15: Search Box on taskbar
Shutting Down the Computer

You do not directly shut down by simply switching off the computer system
it damages the operating system. Therefore the proper way to shut down the
operating system is through the start button. This way the operating system
exits properly and is not damaged. The following steps could be followed:
 Press the start button.
 Click on Power Icon and select Restart or Shut down in the list (see
Figure 2.16). 23
Applications
Fig. 2.16: Shut down option
2.7 WINDOWS PROPERTIES

In this section, we will discuss the window properties such as title bar, menu
bar, tool bar, status bar etc. Figure 2.17 illustrates these properties:
Fig. 2.17: Windows Property
Title Bar
Title Bar is generally the dark red colored strip at the top most of every window
that displays the name of the program (e.g. Microsoft Word in above window)
running within the windows.
Title Bar also contains some (mostly three) buttons located on the right hand
corner. These buttons are minimize, maximize and clos respectively. Minimize
button reduces a window to the smallest size, maximize button expands and
close button closes the window.
Menu Bar
Menu bar displays commands and list of menus each with individual pull down
menus. Each pull down menu has a list of items to do specific jobs.
24
Toolbar Windows Interface
Toolbar contains different functionality of buttons, which have icons on their

faces for specific tasks.
Status Bar
Displays messages, alerts and status messages regarding the Windows or other
programs are displayed on status bar. For example the above figure shows
MS Word’s status bar indicating the progress of a particular operation that
it is performing.
2.8 WORKING WITH MULTIPLE WINDOWS

Normally, when more experienced users work on Windows, more application
software is opened simultaneously. For example, a user might be working on
MS Excel and alongwith it other applications like MS Paint, MS Word, Internet
Explorer etc. might be running.
For example, in the Figure 2.18, the user is working on MS Excel, MS Word,
MS Paint, Internet Explorer etc. simultaneously while right now MS Excel is
activated i.e., the window that is currently being worked on. While there may
be many windows opened, active window is only one at a time.
Fig. 2.18: Excel Window
Following methods are useful for windows operations:

Moving windows
In order to move a window (only a non-maximized window), you should follow
the following steps:
 Click on the title bar of the window (donot release the mouse button);
 Drag the entire window to the desired on-screen location, then release
the mouse button.
Resizing windows
Move the mouse pointer over the edge (pointed corner) of the window. The
cursor becomes a double-pointed arrow as you can be seen in Figure 2.19.
Drag the window border to resize the window. 25
Applications
Fig. 2.19: Resizing windows
Automatically Arranging Windows Using Taskbar

Multiple windows could be arranged automatically vertically or horizontally,
known as tiling or cascading.
Cascading:
 Right click on the taskbar.
 From the popup menu that appears select ‘Cascade Windows’ as shown
in Figure 2.20.
Fig. 2.20: Cascading Windows
Tiling Horizontally
 Right click on the taskbar.
 From the popup menu that appears, select ‘Show Windows Stacked’
refer to Figure 2.21.
26
Windows Interface
Fig. 2.21: Show Windows Horizontally
Tiling Vertically
 Right click on the taskbar:
 From the popup menu that appears, select ‘Show Windows Side by
Side’, Figure 2.22 shows vertical windows.
Fig. 2.22: Show Windows Vertically
NOTE
Make sure all the windows you want to display in cascade mode are open.
Closed or minimized windows are not cascaded.
To restore your windows to their original state, right click on the blank area
of the taskbar and then click “Undo Cascade”. In the similar manner for
Show Windows Stacked or Show Windows side by side, you can select
Undo Show Stacked or Undo Show side by side.
Minimizing all open windows
 Right-click a blank area on the taskbar.
 Click Minimize All Windows.
Switching between running programs
Press the alt + tab button to switch between applications.
27
Applications 2.9 CONTROL PANEL
Control Panel is a very important place. As the name suggests, through the
facilities available there, you can change almost anything and everything. Control
Panel is a place where all the settings of both the hardware and the software
could be changed. Through the Control Panel, you can adjust network settings,
keyboard and mouse function, passwords and user accounts, and desktop
backgrounds among many others. Figure 2.23 illustrates the control panel.
Fig. 2.23: Control Panel
How to Open the Control Panel from Cortana Search

 Go to your taskbar and click Cortana Search.
 Now, type “Control Panel” (no quotes) in the box.
 Select the Control Panel from the results.
How to Open the Control Panel via the Start Menu
 Open the Start menu by clicking the Windows icon on your taskbar.
 Scroll down until you find Windows System. Click it to expand its contents.
 Select the Control Panel from the options.
 If you frequently access the Control Panel, you will see it under the Most
Used segment in the Start Menu.
Changing system date and time
You can change date and time using the following steps:
 Open the Start menu by clicking the Windows icon on your taskbar.
 Scroll down until you find Windows System. Click it to expand its contents.
 Select the Control Panel from the options.
 Select ‘Clock and Region’ option from Control Panel window. (see
28 Fig. 2.23)
 Select ‘Set the time and date’ option. Windows Interface
 Now Date and Time window is displayed on screen.
Fig. 2.24: Date and Time window
 Click on “change date and time” button under Date and Time window.
(see Figure 2.24)
 Now, Date and Time Setting window is displayed on the screen, you
can change date and time according to your needs. (see Figure 2.25)
Fig. 2.25: Date and Time Setting window
Wallpaper, Color, Lock Screen in Windows 10

Microsoft always offers a decent range of personalization capabilities in its
operating system. Right-click on the desktop, and click on Personalize.
Personalization Settings allows you to change the background colors and lock
screen image, wallpaper and themes on your PC.
Changing the Wallpaper
Microsoft offers an extensive collection of Windows 10 Wallpapers on its
website and if you want you can download some and set them on your PC.
You can do the following for Changing the Wallpaper in Windows 10:
29
Understanding Computer  Right-click on the desktop.
Applications
 Go to Personalize and click on Background to change the wallpaper of
your Windows 10 PC.
 Select the desired image from the gallery or browse the picture. (see Figure
2.26)
 You can also choose a Fit for the picture.
Fig. 2.26: Changing the Wallpaper
Changing the Background Colors
Fig. 2.27: Changing the Background Colors
You can do the following for changing the Background Colors in Windows
10:
 Right click on the desktop, click ‘Personalize’ in the appearing popup
menu.
 Click on Color option.
30
 Select the desired color or custom color from the palette to change the Windows Interface
colors of your Windows 10 PC. (see Figure 2.27)
Change Lock Screen
You can change the lock screen image here too. Click on Lock Screen tab
(see Figure 2.27) and choose your picture. You can set one of the built-in
ones, or you can browse and select your own image as lock screen. You
can also set your photographs here as the lock screen images.
Changing Mouse and Keyboard Properties
The mouse and keyboard could also be modified according to your choice.
You can change the color and size of mouse pointer (mouse arrow) could
be chosen from a variety of different pointers. Similarly, keyboard settings would
include speed of printing a character when it is pressed without releasing and
the speed of blinking of the cursor.
Fig. 2.28: Keyboard Setting
The step for changing the settings for keyboard is as follows:

 Open Control Panel. (see Figure 2.23)
 Go to Ease of Access Center.
 Select “how your keyboard works” option and windows appears on your
screen as same as Figure 2.28.
 Under same windows, click on Keyboard settings to open Keyboard
Properties.
 In the Speed tab, under Character repeat, adjust the Repeat delay and
Repeat rate to your preference.
31
Understanding Computer Mouse Properties
Applications
Fig. 2.29: Mouse Properties
The steps for changing the settings for mouse are as follows:
 Open Control Panel. (see Figure 2.23)
 Go to Ease of Access Center.
 Select “how your mouse works” option and windows appears on your
screen as same as Figure 2.29.
 Here, you can change the color and size of mouse pointer as per your
choice.
 Under same windows, click on Mouse settings to open Mouse
Properties to change mouse settings as per your need.
2.10 LET US SUM UP

In this unit we introduced various components of windows like Desktop, Start
button, Start menu, Tool bar, Menu bar, Computer, Recycle Binand their
functionalities. We also explained how to work with multiple windows. This
unit also talks about control panel, which helps the user to customize his
computer setting.

1. What are the two main types of user interfaces?
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2. What is the difference between a folder and file?
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32
3. What is the use of a control panel? Windows Interface
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4. What do you understand by the term recycle bin?
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EXERCISE
1. There are mainly two types of interface i.e. Command Line Interface or
Text based Interface and Graphical User Interface. A command line
interface (CLI) is a text-based user interface (UI) used to view and manage
computer files. Command line interfaces are also called command-line user
interfaces.
GUI is an interface that uses icons or other visual component to interact
with electronic devices, rather than only text via a command line. For
example, all versions of Microsoft Windows are a GUI, whereas MS-
DOS is a command line.
2. Files are used to store data while folders store files and other folders
on your computer. Files are a set of information (text, pictures,
presentation, word document and audio) and store the data in manner
to make difference from one set of information to another. Folder contains
different format files and other folders.
3. A control panel holds a group of tools that help to change the S/W and
H/W settings. The Control Panel is a component of Microsoft Windows
that provides the ability to view and change system settings.
4. Recycle bin is an area which usually holds deleted files until it reaches
a user configurable percentage of a disk’s capacity. At that point it discards
them. It can be opened up to restore something which had been thrown
away earlier.
33
Applications UNIT 3 FILE EXPLORER AND
APPLICATIONS
Structure
3.1 Introduction
3.2 Objectives
3.3 File Explorer and Computer
3.4 Windows Applications
3.4.1 Notepad
3.4.2 Paint & Paint 3D
3.4.3 Character Map
3.4.4 Calculator
3.4.5 WordPad
3.5 Windows Administrative Tools

3.6 Let Us Sum Up
3.1 INTRODUCTION
In this unit we will look at advanced features of Windows 2010
operating system which includes management of files and folders using file
explorer. We will also look at windows applications such as Notepad,
Calculator, and WordPad etc. and finally we will describe about Windows
Administrative Tools.
3.2 OBJECTIVES
 manage files and folders using file explorer;
 change the Appearance of Items in a Folder;
 printing Files; and
 enumerate usage of windows administrative tools for defragmentation,
Cleanup of files and folders.
3.3 FILE EXPLORER AND COMPUTER

File Explorer previously known as Windows Explorer, can be used for a variety
of tasks. In addition to management and organization of files and folders, it
can also be used to view and manage the resources of your computer such
as internal storage, attached storage, and optical drives. In File Explorer or
Computer, you can see both list folders on the computer as shown in
Figures 3.1 and 3.2.
34
File Explorer and
Applications
Fig. 3.1: File Explorer
Fig. 3.2: This PC or Computer
Here are three ways to open the File Explorer:
 Select the Start button and select ‘Windows System’ and from the resultant
list select File Explore.
 Press and hold Windows logo key on your keyboard and press ‘E’ key.
 Select the folder icon on the taskbar.

Copying and Moving Files
Copying is placing the copy of file or folder in another folder and Moving
Files is removing a file or folder from a folder and placing it in another folder.
You can open the folder that contains the file you want to move, left click
on the file once and drag it to the folder you want to put it in. To copy
a file, hold down the control key and to move a file, hold down the shift
key while dragging.
OR
 Locate the file or files you want to move or copy.
 Select the files.
 Select copy or cut button from the Clipboard group of Home tab ribbon
as shown in Figure 3.3.
35
Understanding Computer  Locate the place to where you want to move or copy the objects.
Applications
 Choose paste from the Home tab.
Fig. 3.3: Home tab in File Explorer
Selecting Multiple Files and Folders
 For multiple files or folders grouped together, click the first file or
folder, and then press and hold the Shift key while holding Shift, click
the last file or folder.
 To select a group of files that are next to each other, hold down the
mouse button and drag a rectangle around the files you want to select.
 For multiple files or folders that are not grouped together, click
the first file or folder, and then press and hold the Ctrl key while holding
down the Ctrl key, click each of the other files or folders you want to
select.
 To select all the files and folders in the window, click on” Select all”
button in Home tab as shown in Figure 3.
Opening a File or Folder
 Double click the drive that contains the file.
 Double click on the file or folder to open.
 Or, Right click on the file or folder to open and then select the OPEN
option from the pop-up menu.
Changing the Appearance of Items in a Folder
In Computer or File Explorer, click the View tab for changing the Appearance
of Items in a Folder, as shown in Figure 3.4, and then click one of the following
commands:
 Extra Large icons
 Large icons
 Small icons
 Tiles
 List
 Details
You can also sort the items by name, size, date and type depending on the
view.
36
File Explorer and
Applications
Fig. 3.4: View tab in File Explorer
Printing a Document
 Select the file which you want to print.
 Click on Print button under the Share tab in File explorer (see Figure 3.5).
Fig. 3.5: Share tab in File explorer
 Print dialog box will open, here you can select Printer name, Paper Size,
Quality and copies option and click on Print button.( see Figure 3.6)
 While a document is printing, a printer icon appears next to the clock
on the taskbar.
 When this icon disappears, it means that your document has finished
printing. For easy access to your printer, you can create a shortcut to
it on the desktop.
Fig. 3.6: Print dialog box 37

Understanding Computer Sharing Files/ Folders
Applications
 Use an app to share a file, select a file, go to the Share tab, and select
Share button. (See Figure 3.5) Choose how you want to send the file,
and then follow the process for that option.
 If you have a desktop mail app installed, select your file, then select Share tab
and then Email to open a new message with the file attached. (See
Figure 3.5)
Creating a New Folder
Using the File Explorer, if you want to create a new folder, you can do the
following:
 Click on Home tab and then select New Folder option under ‘New’
section as illustrated in Figure 3.3.
 Type a name for the new folder and then press enter.
Deleting a File or Folder
For deleting file or folder, you can follow the steps given herewith:
 In File Explorer, locate the file or folder you want to delete.
 Select the file or folder by clicking it.
 Click on Home tab and then select Delete option under Organize section
as illustrated in Figure 3.3.
If you want to retrieve a file you have deleted, look in the Recycle Bin (Recycle
bin is where the files after deleting are stored for retrieval). The deleted files
remains in the Recycle Bin until you empty it. You can also drag file or folder
icons on to the Recycle Bin icon. If you press shift while dragging, the item
will be deleted from the computer without being stored in the Recycle Bin.
Changing the Name of the File or Folder
For changing the name of the file/folder, follow the instructions given herewith:
 In File Explorer, click the file or folder you want to rename. You do
not need to open it.
 On the Home tab, click Rename as shown in Figure 3.
 Type the new name, and then press ENTER.
A file name can contain up to 255 characters, including spaces.
3.4 WINDOWS APPLICATIONS

There are many Windows applications. Some of the applications are: Notepad,
Paint, Character Map, and Calculator.
3.4.1 Notepad
Notepad is used to create or edit text files. It is meant for files that are smaller
in size (Refer at Figure 3.7). You can enter text in to the text area of the
Figure 3.7.
38
File Explorer and
Applications
Fig. 3.7: Notepad

Finding Specific Characters or Words in Notepad
To find specific characters or words, the following steps are used:
 On the Edit menu, click Find option the display will change as shown
in Figure 3.8.
 In the Find what text box, type the characters or words you want to
find
 Click Find Next.
Fig. 3.8: Finding Specific Characters or Words

Deleting, Cutting, Copying and Pasting Text
To delete, cut, copy and paste text, the following instructions need to be
followed:
Deleting Text
 To delete characters to the left of the place where you are, press the
BACKSPACE key.
 To delete characters to the right of the place where you are, press the
DELETE key, or
 To delete words, select them, and then press the BACKSPACE or
DELETE key.
Cutting Text
To cut text so that you can move it to another location, select the text. Then,
on the Edit menu, click Cut.
Copying and Pasting Text
 To copy text so that you can paste a copy of it in another location, select
the text, then, on the Edit menu, click Copy. 39
Understanding Computer  To paste text that you have cut or copied, place the cursor where you
Applications
want to paste the text, and then on the Edit menu, click Paste.
3.4.2 Paint & Paint 3D
Paint is still part of Windows 10. To open Paint, type paint in the search box
on the taskbar, and then select Paint from the list of results. Paint is used
to create, edit and view pictures. Figure 3.9 illustrates the paint Window.
Fig. 3.9: Paint

With the Windows 10, you can also create pictures in three dimensions with
Paint 3D. In addition to the new 3D capabilities, many of the classic 2D
features from Microsoft Paint are available to use.
Fig. 3.10: Paint 3D

3.4.3 Character Map
Character Map is used to insert special characters into a document.Following
Figure illustrates the character map
.
40 Fig. 3.11: Character Map

Adding a Special Character to a Document File Explorer and
Applications
 Type map in the search box on taskbar, and choose Character Map from
the result.
 Open Character Map.
 In Font, select a font.
 Double-click each character you want to insert.
 Or, Click Copy.
 In your document, click where you want the characters to appear.
 Click on Paste or press and hold ctrl key and press V.
3.4.4 Calculator
Performing Calculations
To perform a simple calculation follows the steps given herewith:
 Click on Start button, and then select Calculator in the list of apps.
 Enter the first number in the calculator
 Click
1. + to add
2. - to subtract
3. * to multiply
4. / to divide
 Enter the next number in the calculator
 Enter any remaining operators and numbers
 Click =
Fig. 3.12: Calculator
3.4.5 WordPad
WordPad is a Microsoft Windows program that you can use to create, edit,
save, open, view, and print text documents. You can use bold, underline & 41
Understanding Computer italics formatting, change font type color & size, create bulleted lists, center
Applications
or left/right justify paragraphs, insert images. It is less complicated than a full
word processor.
Fig. 3.13: WordPad
To use the WordPad in Windows 10, type ‘WordPad‘ in the taskbar search
box and click on the result. This will open WordPad window.
Opening a Document
 On the File menu, click Open.
 Click the drive that contains the document you want to open as shown
in Figure 3.14.
 Double-click the folder that contains the document you want to open.
 Click the document name, and then click Open.
Fig. 3.14: Open window
Saving Changes to a Document

On the File menu, click Save. The save window will appear as shown in
Figure 3.15. Enter file name and click on save button.
42
File Explorer and
Applications
Fig. 3.15: Save window

Edit an existing WordPad document
For editing, you have to make use of the two tabs: Home and View. This
is widely used tab and it contains all the text editing and formatting features
such as Font style, font size, font color, bold, italic, underline and alignment,
spacing, indentation of the paragraph and cut, copy and paste features under
Clipboard group. Under the insert group of Home tab, you can find options
for inserting pictures, custom drawings, date and time or others objects such
as charts or different documents.
The second tab is View, it offers a series of options regarding the elements
displayed in the WordPad window, like Zoom and the ability to Show or hide
the Ruler or the Status bar.
3.5 WINDOWS ADMINISTRATIVE TOOLS

Administrative Tools is one of the most useful folders available in Windows 10.
These tools allow the user to manage many parameters of the operating
system. Here are ways you can use to access the Administrative Tools in
Windows 10.
Open Administrative Tools from Start Menu. Click the Start button on the
taskbar to open the Start menu in Windows 10 and go to Windows
Administrative Tools in the All Apps view. It contains tools for system
administrators and advanced users. The tools in the folder might vary depending
on which edition of Windows you are using.
Administrative Tools contains many tools but following tools are more useful
for your work:
Disk Cleanup
It reduces the number of unnecessary files on your computer’s drives. It deletes
temporary files, empties the Recycle Bin, and removes many other items that
you might no longer need. Windows automatically runs Disk Cleanup as part
of regular maintenance.
Defragment and Optimize Drives
You can use Defragment and Optimize drives to help your computer run more
efficiently. Windows automatically defragments and optimizes drives as part of
regular maintenance. It is used to rearrange files and unused space on the
hard disk so that programs run faster.
Services
Manage the different services that run in the background on your computer.
43
Applications 3.6 LET US SUM UP
In this unit we introduced the following issues related to Windows 2010:
 Managing folder and files using File explorer
 Windows application like Notepad, Paint, Character Map, Calculator,
WordPad
 Windows Administrative tools like Defragmenter, Cleanup.

1. How to create a folder?
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...........................................................................................................
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2. What is difference between file and folder?
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...........................................................................................................
3. What is the use of Defragmenter?
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4. What is the use of character map?
...........................................................................................................
...........................................................................................................
...........................................................................................................
5. Try printing a document.
...........................................................................................................
...........................................................................................................
...........................................................................................................
...........................................................................................................
6. Create a Folder and then rename it.
...........................................................................................................
...........................................................................................................
44 ...........................................................................................................
File Explorer and
3.8 ANSWERS TO CHECK YOUR PROGRESS Applications
EXERCISE
1. To create New Folder, click on Home tab and then select New Folder
option under ‘New’ section and type a name for the new folder and press
enter.
2. Files are used to store data while folders store files and other folders
on your computer.
Files are a set of information (text, pictures, presentation, word document
and audio) and store the data in manner to make difference from one
set of information to another.
Folder contains different format files and other folders.
3. Disk Defragmenter is used to rearrange files and unused space on the
hard disk so that program runs faster.
4. Character map is used to insert special characters into a document.
5. This is a practice exercise. Do it yourself.
6. This is a practice exercise. Do it yourself.
45
Applications UNIT 4 INTRODUCTION TO INTERNET
Structure
4.1 Introduction
4.2 Objectives
4.3 Internet Basics

4.3.1 Types of Networks
4.3.2 Internet Service Providers
4.3.3 Social Media
4.3.4 Social Networking
4.3.5 URL
4.3.6 Website
4.3.7 Upload and Download
4.4 Internet Tools and Services

4.4.1 World Wide Web (www)
4.4.2 Web browser
4.4.3 Electronic mail (email)
4.4.4 Cloud Storage Drive
4.4.5 Online Chat
4.4.6 Telnet
4.4.7 File Transfer Protocol
4.4.8 Search Engine
4.5 How to Use the Internet?
4.6 Let Us Sum Up

4.1 INTRODUCTION
In the early days, most people just used the internet to search for information.
Today’s internet is a constantly evolving tool that not only contains an amazing
variety of information, but also provides new ways of accessing, interacting
and connecting with people and content. As a result, new terms are constantly
appearing as new technologies are introduced.
The first workable prototype of the Internet came in the late 1960s with the
creation of ARPANET, or the Advanced Research Projects Agency Network.
The ARPANET was used earlier as a networking technology for first electronic
mail messaging service. Finally ARPANET became the Internet which works
on multiple independent networks with its network architecture design.
Apart from exchange of data, which is a very general term, Internet provides
specialized services to its users. In this unit, we will look at various services
46 provided by the Internet and other related topics.
Introduction To Internet
4.2 OBJECTIVES
 define basic internet terminology and
 list various services offered by the Internet.
4.3 INTERNET BASICS

The Internet is the largest computer network in the world, connecting millions
of computers. A network is a group of two or more computer systems linked
together. You can use the internet to apply for jobs, play games, do research,
watch movies, listen to music, join online classes, stay in contact with friends
and family, and run a small business, buy or sell products, and much more.
Following are some basic terms for useful for accessing internet:
4.3.1 Types of Networks

The Network allows computers to connect and communicate with different
computers via any medium. LAN and WAN are two major types of the
network. There are some similarities and dissimilarities between them. One of
the major differences is the geographical area they cover, i.e. LAN covers
the smallest area and WAN covers an area larger than LAN.
 Local Area Network
A LAN is two or more connected computers sharing certain resources
in a relatively small geographic location, often in the same building.
Examples include home networks and office networks. In a LAN, each
node (individual computer) has its own CPU with which it executes
programs, but it also is able to access data and devices anywhere on
the LAN. This means that many users can share their devices, such as
laser printers, as well as data.
 Wide Area Network
A WAN connects more than one LAN and is used for larger geographical
areas. It is often connected through public networks. A set of devices
such as switches and routers are interconnected to form a Wide Area
Network.
4.3.2 Internet Service Providers

An Internet service provider (ISP) is an organization that provides services
for accessing Internet. Internet service providers may be organized in various
forms, such as commercial, community-owned, non-profit, or otherwise
privately owned.
4.3.3 Social Media

Social Media is a kind of interactive website that does not give any information
but interact with you while giving you that information. In social media, user
interaction is possible by commenting on photo, editing articles in wiki and
voting on articles.
47
Understanding Computer 4.3.4 Social Networking
Applications
A Social Networking is an online platform that focuses on building the social
network or social relation among the users who share their profiles, interests
and activities. LinkedIn, Twitter and Facebook are some popular social
networking sites.
4.3.5 URL
URL is an address that you need to type to access a website. This usually
begins with “www”. URL stands for Uniform Resource Locator. Every web
page on the Internet has a unique address known as the Uniform Resource
Locator. For example: http://ignou.ac.in is the URL of IGNOU website. For
locating any document on World Wide Web, you must know its Uniform
Resource Locator (URL). You can type address of website in the Address
Bar. An address bar is the top, long, white box into which you type the
website address you want to visit.
4.3.6 Website
Website is a location on the Internet where a person or organization has put
their information for people to use. Website is a collection of inter linked Web
pages that share a single domain name. Websites can be created and maintained
by an individual, group, business or organization to serve a variety of purposes.
Together, all publicly accessible websites constitute the World Wide Web. Web
Page is one page of a website which consists of a mix of text and other
media.
4.3.7 Upload and Download

In the context of the web, upload means to send data from an individual user’s
computer to another computer, network, website, mobile device, or some other
remotely connected networked location whereas download means to transfer
data from a website or network, saving that information on your computer,
tablet, or mobile device.
4.4 INTERNET TOOLS AND SERVICES

Apart from the normal data transfer, internet can provide the following tools
and services to the end users.
 World Wide Web (www)
 Web browser
 Electronic mail (email)
 Cloud Storage Drive
 Online Chat
 Telnet and SSH
 File Transfer Protocol

48  Search Engines
4.4.1 World Wide Web (www) Introduction To Internet
The World Wide Web or www is a great source of information. This includes
most of the public information on the Internet. It is a portion of the Internet
which is accessed with a browser. The World Wide Web is simply called
as Web.
The World Wide Web is a way of accessing information over the medium
of the internet. The Web uses the HTTP protocol (hyper text transfer protocol)
to transmit data, Email, instant messaging, and uploading and downloading files
are things that you do on the internet but they are not the part of the HTTP
protocol. The web utilizes special software called browsers to access web
documents (more commonly known as web pages) that are linked to each
other via hyperlinks. Web pages contain some or all of the following: text,
images, audio, and video.
A hyper link, or simply a link, is a reference to data that the user can follow
by clicking on it. A hyper link points to a whole document or to a specific
element within a document.
A website is a set of files residing on a computer (usually called a Web server).
You can access the website with software called a Web browser which displays
the files as “pages” or “web pages” on your screen. The pages can contain
text, graphics, audio, animation, video and they can be downloaded to your
computer. Web pages are written in Hyper Text Markup Language
(HTML). Many organizations create Websites to enhance education,
communications and collaboration within their own organizations.
4.4.2 Web browser

It is a software program that allows you to view web pages and navigate
the Internet. In other words you can say that it is an interface that gives access
to the information on the Internet, such as locating and reading the information
on a web page and using a search engine to locate information.
Microsoft Edge is a browser that is pre-installed on Microsoft Windows 10.
There are other free web browsers available, including Mozilla’s Firefox web
browser, Google Chrome and Apple’s Safari. You can install more than one
browser on your computer.
Fig. 4.1: Different Web browser
4.4.3 Electronic mail (email)

E-mailing refers to the process of sending a message by one person to another
person through the Internet mailing software. The other person can read the
message using the email software at his/her own time.
49
Understanding Computer E-mail (electronic mail) is the exchange of computer-stored messages
Applications
by telecommunication. Using this service, you can also send non-text files,
such as graphic images and sound files, as attachments. E-mail was one of
the first uses of the Internet and is still in popular use. E-mail can be distributed
to lists of people as well as to individuals.
It has three main parts -
1. Header - An E-mail heading has following parts.
· To : Which contains recipient’s Address
· CC : The Carbon Copy (address)
· Subject : Subject of Email
2. Message Body - This is the place where the actual text of the email
is written.
3. Signature - It uniquely identifies the sender. The details, which can be
part of it are Senders Name, Phone No., Address etc.
4.4.4 Cloud Storage Drive

A cloud Storage drive is a Web-based service that provides storage space
on a remote server. Cloud drives, which are accessed over the Internet with
client-side software, are useful for backing up files. Google Drive, Dropbox,
One Drive, iCloud are some example of cloud Storage drives. These drives
are useful in storing your data without worrying about disk failure.
4.4.5 Online Chat

It is a kind of communication over the Internet that offers a real-time
transmission of text messages from sender to receiver. In a chat session, people
type the information they wish to convey and the other participants see what
is being typed. For chatting, all participants must be online at the same time.
Online chat is also known as Internet chat or chatting. Chat session can be
accessed from the web, or through separate software. You can communicate
with others using Facebook, WhatsApp etc. You can send text, visual or audio-
visual communication via these software.
4.4.6 Telnet
Telnet is a protocol that allows you to connect to remote computers (called
hosts) over a TCP/IP network (such as the internet). Using telnet client software
on your computer, you can make a connection to a telnet server (that is, the
remote host). Once your telnet client establishes a connection to the remote
host, your client becomes a virtual terminal, allowing you to communicate with
the remote host from your computer. In most cases, you’ll need to log into
the remote host, which requires that you have an account on that system.
4.4.7 File Transfer Protocol

FTP (File Transfer Protocol) is used for transferring files from one computer
to another. File Transfer Protocol (FTP) is the commonly used protocol for
exchanging files over the Internet. FTP uses the Internet’s TCP/IP protocols
to enable data transfer. FTP uses client-server architecture. FTP users may
50 authenticate themselves using a user name and password.
4.4.8 Search Engine Introduction To Internet
A Search Engine is a website that searches the World Wide Web for specific
keywords, which you enter into a search field. The search engine then displays
a list of web pages that are somehow related to the keywords you entered.
You can then click the links to any of these web pages that interest you. Google
(www.google.com) and Yahoo! (www.yahoo.com) are two popular search
engines.
Fig. 4.2: Search Engine
4.5 HOW TO USE THE INTERNET

Before you can start using the Internet, you need to have a way to connect
to it. The first thing you would want to do is set up an Internet connection.
You need three basic things to connect to the Internet:
 A connection method
 An Internet Service Provider (ISP)
 A web browser
In this section, we will share how you can set up WiFi connection.
How to connect to a Wi-Fi Network
It is assumed that you have a Wi-Fi connection from any ISP (Internet Service
Provider) for Internet Access or you can not using your mobile hot spot
connection.
 Click on the wireless icon on the bottom right of the taskbar.
Fig. 4.3: wireless icon
 It will reveal names of all the Wi-Fi networks available around you.
 Click on the wireless network you want to connect to. 51
Applications
 Fig. 4.4: Wireless Network list
 You may choose to connect to the Wi-Fi automatically.

 Click Connect.
 Enter the Password or the network security key in the next screen.
 If the credentials are correct, you will be able to connect to the Wi-
Fi network.
Surfing Internet
You can access World Wide Web through Microsoft Edge Google
Chrome or any otehr browser. The followings are the steps:
 Double-click on the icon of the browser on the Desktop or taskbar.
 You can type the URL of a website in the Address Bar and press the
enter button. For example, you have entered the URL of IGNOU website.
The following screen appears as shown in the Figure 4.5.
Fig. 4.5: IGNOU website
Searching for content

If you are looking for some website, but don’t know its URL address, then
there are some websites called search engines which helps you to search that
website. For example, www.yahoo.com, www.google.com.
52 To search about specific topic, follow these steps:

 Open your browser and Type the URL address of search engine website Introduction To Internet
e.g.www.google.com in the Address Bar. The following screen appears
as shown inthe Figure 4.6.
Fig. 4.6: Google Search Page
 Type the desired topic or keyword like “SOCE” and click on Google
Search.
 The new window will open with all the websites related to the topic
which you entered in the search bar as shown in the Figure 4.7.
You can now select any of these links for more information.
Fig. 4.7: Search Result for “SOCE” keyword
4.6 LET US SUM UP

This unit has introduced you to the basic terminology of Internet like web
page, website, social media, URL, upload and download. Apart from basics
of Internet, you have also learned various internet tools and services such as
World Wide Web, Browser, Electronic mail ,Cloud Storage Drive, Online Chat,
Telnet, File Transfer Protocol and Search Engine.
53
Applications 4.7 CHECK YOUR PROGRESS EXERCISE
1. What is the difference between LAN and WAN?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2. What is URL?
...........................................................................................................
...........................................................................................................
...........................................................................................................
3. What is address bar?
...........................................................................................................
...........................................................................................................
...........................................................................................................
4. What is the use of FTP?
...........................................................................................................
...........................................................................................................
...........................................................................................................
5. List out the any two search engines for searching on Internet.
...........................................................................................................
...........................................................................................................
...........................................................................................................
6. Select a keyword and search for it in the Google search engine.
...........................................................................................................
...........................................................................................................
...........................................................................................................
4.8 ANSWER TO CHECK YOUR PROGRESS

EXERCISE
1. A LAN (local area network) is a group of computers and network devices
connected together, usually within the same building while WANs cover
larger areas, such as cities, and even allow computers in different nations
to connect. LANs are typically faster and more secure than WANs, but
WANs enable more widespread connectivity. And while LANs tend to
be owned, controlled and managed in-house by the organization where
they are deployed, WANs typically require two or more of their constituent
54 LANs to be connected over the public Internet.
2. URL is an address that you need to type to access a website. This usually Introduction To Internet
begins with “www”. URL stands for Uniform Resource Locator.
3. An address bar is the top, long, white box into which you type the website
address you want to visit.
4. Transfer protocol is used to transfer information in the form of file from
one user computer to another computer.
5. Two search engines available for searching on Internet: i) www.yahoo.com
ii) www.google.com
6. This is a practice exercise. Try doing it yourself by searching for a word
in Google search engine.
55
Applications UNIT 5 INTRODUCTION TO MS-WORD
Structure
5.1 Introduction
5.2 Objectives
5.3 Getting Started
5.4 Operation on Documents
5.4.1 Create New Document
5.4.2 Save Document
5.4.3 Close Document
5.4.4 Open Existing Document
5.4.5 Print Document
5.4.6 Save & Send
5.5 Editing Documents

5.5.1 Select Text
5.5.2 Delete Text
5.5.3 Copy & Move Text
5.5.4 Undo & Redo Changes
5.5.5 Convert Case
5.5.6 Drag & Drop Text
5.6 Getting Help with Word

5.7 Let Us Sum Up
5.8 Check your Progress Exercise
5.9 Answers to Check your Progress Exercise
5.1 INTRODUCTION
You have already known about the software and categories of software in
unit 1 of this course. In this unit, you have to learn about the introduction
to Microsoft Word software. It is part of the Microsoft Office family, a group
of programs that also includes Microsoft Excel and Microsoft PowerPoint, as
well as other programs. Microsoft is a company which has developed this
software. Microsoft Office is an example of application software.
MS WORD is a word processing program designed to create quality

documents. You can create and edit professional-looking documents such as
letters, papers, reports and booklets by using this software. WORD also
includes more powerful manipulating tools so that you can create documents
collaborating with these features.
Using MS WORD 2010, you can share your document to others. MS WORD
2010 provides a long list for this kind of work. Using templates, you can
also create documents which are more useful in your program. This version
of Word software which offers improved features for search, editing and
pictures. Using this version of Word, you can post your documents online and
56 then access, view, and edit them from almost any computer or your Windows
phone. You can save your document on SharePoint site to collaborate with Introduction to Ms-Word
other people.
WORD provides many features but all features are not discussed here. If you
go through the MS WORD software thoroughly with help of this unit, you
will be able to create professional-looking documents. This unit explains some
basic features of MS WORD and in next unit, some advanced features of
MS WORD are discussed.
5.2 OBJECTIVES
 Open MS-Word
 Open, save, close and print documents
 edit text
 Move and copy text
 Drag & drop text
 Use Help Menu
 Send document online
5.3 GETTING STARTED

To start WORD, click on the Start button and place the pointer on Programs,
a sub-menu of Programs is displayed. In this menu, click on the Microsoft
Office and then Microsoft Word 2010.
A new blank document is shown each time you start Word. This is the
Document window. The Document window contains individual Word files.
Word document window is shown in the Figure 5.1.
57
Fig. 5.1: Screen Layout of WORD 2010
Understanding Computer In Word 2010, there have been some features that are new or have been
Applications
re-added and some features that have been removed from past versions of
Word. The biggest change has been the replacement of the Office 2003
Command Line (File Edit View Insert…) from the Ribbon. The Office Button
in Office 2007 has been replaced by the File Tab in MS Office 2010 version.
The ribbon provides all the features to you in MS WORD.
The Minimize Ribbon Button
While reading over a document, it may be convenient at times to minimize
the Ribbon. To minimize, just click on the ‘up arrow’ symbol.
Fig. 5.2: Minimize Ribbon Button
The Maximize Ribbon Button

To Maximize the Ribbon click on the down arrow symbol.
Fig. 5.3: Maximize Ribbon Button
The Quick Access Toolbar

The Quick Access Toolbar is located in the upper left corner. You can customize
the quick access toolbar that contains functions that you may want to use
easily. You can change the location of this toolbar above or below of the ribbon
by clicking on the down rectangle at the end of the toolbar. By default, the
Quick Access Toolbar shows the Save, Undo, and Redo buttons, however
if you click on the drop down arrow just to the right, you can customize
58 it to fit your needs.
Introduction to Ms-Word
Fig. 5.4: Quick Access Toolbar
The following section describes the features of File tab as well as Ribbon:
File tab
The File tab contains commands such as, Save, Save As, New, Print, etc.
For Office 2010 users, the Office Button has been replaced by the File tab.
The File tab is described the default options with Info being highlighted in
the left column and the right side giving you more information about your
document like file size, number of words and pages.
The Ribbon
The ribbon provides all the features to you in MS WORD. It contains main
tabs and its subsequent features. Each tab of Ribbon is divided into Groups
such as Home tab contains Clipboard, Font, Paragraph and Styles, etc. and
each group has also a triangular icon in the lower right hand corner. Clicking
this will bring up an additional menu window. The features of main tabs are
follows:
Home tab
This is widely used tab and it contains all the text editing and formatting features
such as Font style, font size, font color, bold, italic, underline and alignment,
spacing, indentation of the paragraph and different styles features.
Insert tab
The insert tab holds all the additive features that you want to include in your
document such as tables, picture, shapes, chart, header, footer, symbol and
many more. These options may have further options or dialogue boxes when
you click on them.
Page Layout tab

Using Page Layout tab, you can set the margin, orientation, size and columns
of the document. You can also set the spacing and indentation of the paragraph. 59
Understanding Computer References tab
Applications
This tab is used to create table of contents, insert footnote and citation page
for a paper.
Mailings tab
This Mailings tab, you can create envelopes, labels and send same information
to groups of people.
Review tab
The Review tab allows you to make changes to your documents due to spelling
and grammar errors. You can also track on each insertion, deletion, formatting
changes and add comments. Using the Research button, you can search through
reference materials such as dictionaries and encyclopaedias.
View tab
The View tab allows you to change document views, zoom, macro, show/
hide a ruler, gridlines, document map and thumbnails of the pages. You can
also switch to a different currently open document window.
5.4 OPERATIONS ON DOCUMENTS

In previous section, you have been introduced about the different tabs and
their functions. In this section, you will learn about how to create new
documents, open existing documents, save, print and send documents to other.
5.4.1 Create New Document
When you will open WORD for the first time, the program should open a
blank screen (see Figure 5.1).
Insert Text
To enter text in your document, you can simply place an insertion point i.e.
a vertical blinking line (see Figure-5.5) where you can type the text. When
your typed content exceeds a line the content automatically wraps to the next
line. This feature is called word-wrap. This way you can continue your work
without pressing enter key. When you want to start new paragraph, press Enter
key. If you want to start a new page at any point of time, you can press
Ctrl + Enter key.
Fig. 5.5: Write Text in Document
If you want to create an additional document besides the one you already
have opened, click on the File tab, click on New in the left column (see figure-
60 5.6), then double click on Blank document and a new document window will
appear.
Fig. 5.6: File tab menu
5.4.2 Save Document – Save and Save As

After creating a document, it is time to save your work from memory to hard
disk permanently.
For saving a document, you have two options Save and Save As. The Save
option is used to save a document in the correct fiel itself. To do this:
 Press CTRL+S on the keyboard OR
 Click Save icon on the Quick Access Toolbar (Figure 5.4) OR
 Click the File tab and Save. (Figure 5.6)
In case you use save As option, MS WORD will open a dialog box
where you can specify a name of new file and location where you want it
saved. Once you have specified a name and location, press ‘Save’ button
(Figure 5.7). When you will use the above option for the next time, it will
save the file with original name and location.
When editing an existing document, you may want to save the file under a
different name. Click on the File tab, click the Save As button and the Save
As dialog box opens as seen below. In the File name field, type in the new
name without changing the .docx extension. Click the Save button.
61
Fig. 5.7: Save as type option
Understanding Computer 5.4.3 Closing Document
Applications
After you finish working on a document, you can close it. Closing a document
means it frees up more computer memory for other activities. When you close
a document, WORD is still running. To do this:
 Press CTRL+W on the keyboard OR
 Click the File tab and Close (see Figure 5.6)
If you have made changes within document that have not been saved, a prompt
appears asking you if you want to save the document.
Closing a document is different from exiting or quitting from WORD; when
you closed a document by using the Close option from File tab, which keeps
the WORD program window open while the other document is running in
its own program window, you can exit Word by using the ‘Exit ’option from
File tab.
5.4.4 Open Existing Document

In previous sections, you have created a document. You have many options
to open an existing document. For this, you can select any option to open
a file:
 press CTRL + O on the keyboard OR
Click on the File tab and then select Open option (Figure 5.6)
 then a dialog box will appear, select the name of the document and click
on open button to open a document (Figure 5.8) OR
 select ‘Recent’ option from File tab. (Figure 5.6)
Fig. 5.8: Dialog Box for opening a file
5.4.5 Printing Document

When you want to print your document, you can use Print option from File
62 tab or press CTRL + P from keyboard. The following dialog box will be
displayed:
Fig. 5.9: Dialog Box for printing a file
Perform the following steps for printing your document:

1. Select the desired printer from the pull-down list of Printer
2. In the Page range and Copies sections, make the desired selections
3. As per your need, select other setting options.
4. To print your document, click on the square Print box in the upper left
corner.
5.4.6 Save & Send

MS-word 2010 provides a nice email feature in form of Save & Send option
under the File tab. You can choose to send your document as an email
attachment. Clicking the ‘Send as Attachment’ button causes a new Outlook
email box to open with your Word file attached. (Please note you must configure
outlook-an email software for using this option). Using this option, you can
save your document on web to access this document from any computer or
to share it with other people. You can also choose to send it as a PDF file
by clicking the ‘Send as PDF’ button. You may also choose to save your
document as a PDF file by clicking the Create PDF/XPS Document button.
63
Fig. 5.10: Dialog Box save & send option
Applications 5.5 EDITING DOCUMENTS
The last section, how to write or insert text in the document. At the time
of typing the text, many situations would arise when you want to delete a
word or sentence, move text one location to another, copy text from one place
to another, undo or redo your work. This kind of work is called as editing.
In following sub-sections, you can find more about these features:
5.5.1 Select text

Before performing any action such as inserting, deleting, copying, moving or
formatting, the text should be selected or highlighted. There are different
methods of selecting text for words, sentences, paragraphs or pages. When
you will select text, the cursor or insertion point is always on the left side
of the text and after selection, it is surrounded by a blue or greyish black
color in background. Text can be selected by using the mouse, the keyboard,
or both.
For selecting text, you can do the following:
 If you want to select one word, you can place the insertion point on
the word and double click on it.
 Hold down the Ctrl key while clicking anywhere in the sentence if you
want to select a sentence.
 To select a paragraph, you need to place the mouse pointer in the selection
bar and double-click on it.
 If you want to select specific text, you click and drag the I-beam pointer
over one character, one word or the entire screen.
You can use shift key + arrow key (up, down, left and right) for any kind
of text selection.
5.5.2 Delete text

Deleting text is easy. You can select the text to be deleted and press delete
key or Select the text to be deleted and select the Cut option from the Home
tab.
5.5.3 Copy and Move Text

In editing process, copy or move text from one place to another in the document
is the necessary action. For this purpose, you can use copy, cut and paste
command to eliminate the retyping the text in the document. When you cut
or copy text, the text is stored in an area of memory called clipboard. In
the clipboard, only last action of cut or copy of the text is stored for pasting.
Copying Text
There are number of ways to copy the text in a document. You can do this
64 by following way:
1. Select the text to be copied. Introduction to Ms-Word
2. Select the copy option from Home tab or press Ctrl + C or right click
on the highlighted text and select copy option from shortcut menu.
3. place the cursor where you want to paste the text.
Fig. 5.11: Home tab
4. Select the Paste option from Home tab or shortcut menu to paste the
selected text in a desired location or press Ctrl + V from the keyboard.
Moving Text
You can move the text from one location to another for the following way:
1. Select the text to be moved.
2. Press Ctrl + X or select the Cut option from Home tab (see figure-5.11).
3. Position your cursor where you want to place the text and select Paste
option as mentioned in step 4 of copying text.
5.5.4 Undo & Redo Changes
The Undo and Redo commands are frequently used in editing process. Undo
is used for reverting the most recently done changes. Word allows reversing
the changes such as changing styles and fonts; copying, cutting and pasting
actions etc.
To perform undo, you can
 click the Undo button on the Quick Access Toolbar or
 press Ctrl + Z
To perform redo, you can do any of the following methods:
 click the Redo button on the Quick Access Toolbar or
 press Ctrl + Y
5.5.5 Converting Case
MS Word provides you with the functionality to convert the case of the text
you have inserted. It provides the following options:
 Sentence case: capitalize only the first letter in the selected sentences.
 Lower case: converts all selected text to lowercase letters.
 UPPER CASE: converts all selected text to uppercase letters.
 Title Case: capitalizes the first letter of each word of the selected text.
 Toggle case: changes uppercase to lowercase and lowercase to uppercase 65
in all selected text.
Applications You can do case conversion as:
 Select the text you want to change
 Select the Change Case option from the Home tab.
Fig. 5.12: Change Case option screen
5.5.6 Drag and Drop Text

To use drag and drop editing in order to move text or graphics, select the
text or graphics you want to move. Point to the selected text or graphics
and hold down the left mouse button (the mouse pointer looks like a pointer
with a square tall) until the insertion point is at the desired location. Then release
the mouse button.
5.6 GETTING HELP WITH WORD

If you want information on a topic, click on the ‘?’ symbol in the upper right
hand corner and the Help window will appear like below. You will see common
topics to click on or you can type in a word or question in the search field
to find further information.
66 Fig. 5.13: Help Window

5.7 LET US SUM UP
This unit has introduced you to the basics of MS Word. Microsoft Word is
a word processor. It helps us create letters, memos, reports, term papers.
We can also edit, print and send as mail these items from Word. MS Word
software is developed by Microsoft Company.
WORD allows you to insert text, delete unwanted text, copy or move text
from one location to another. Using change case, you can change all the text
to uppercase, lowercase, sentence case, capitalize each word or toggle case.
Uppercase characters can be changed to lowercase and vice-versa by pressing
Shift + F3 keys.
Using Word 2010, you can share your documents online and then access,
view, and edit them from any computer or your Windows phone. You
can also publish your document as a blog post.
Now, you are able to create a new document, open an existing document,
edit and print a document. You can customize the quick access toolbar.
You can move the Quick Access Toolbar from one of the two possible
locations, and you can add buttons that represent commands to the Quick
Access Toolbar.
Using Help option, you can see common topics to click on or you can type
in a word or question in the search field to find further information.
At the end of this unit, you can find some exercise for Word. When you
will complete these exercises then you will find yourself more capable
to access MS WORD

1. Open MS Word and type the following text:
In computer technology, a device is a unit of hardware, outside or
inside the case or housing for the essential computer (processor,
memory, and data paths) that is capable of providing input to the
essential computer or of receiving output or of both.
‘Keyboard’ is an input device which is represented as a layout of
buttons. Each button, or key, can be used to either input a linguistic
character to a computer, or to call upon a particular function of the
computer.
Pointing devices are the most commonly used input devices today. A
pointing device is any human interface device that allows a user to input
spatial data to a computer. In the case of mouse and touch pads, this
is usually achieved by detecting movement across a physical surface.
2. Make the following changes in the text:
a. Insert the following text after first paragraph:
A bar code reader is an electronic device that can read and output
printed bar codes to a computer. Like a flat bed scanner, it consists
of a light source, a lens and a light sensor translating for optical 67
impulses into electrical signals.
Understanding Computer b. Capitalize each word of second paragraph using change case option.
Applications
c. Copy the third paragraph and paste after the last paragraph.
d. Save your document with name ‘Device’.
e. Close the file.
3. Open your existing ‘Device’ named document and Save the file with other
name as ‘Input Device’.
4. What are the difference between ‘Cut’ and ‘Copy’ text?
5. What is Quick Access Toolbar?
6. What is word wrap?
7. What are the different case types?

EXERCISE
1. This is a practice exercise. Try doing it yourself.
4. The difference between Cut and Copy is that cut removes the selected
data from its original position while copy creates a duplicate of the
original content. Both store the selected data to the clipboard so that
they can be inserted into a new location using paste option.
5. The Quick Access Toolbar is a customizable toolbar that contains
a set of commands that are independent of the tab on the ribbon
that is currently displayed. You can move the Quick Access Toolbar
from one of the two possible locations, and you can add buttons that
represent commands to the Quick Access Toolbar.
6. It is a word processing feature that automatically moves a word that
is too long to fit on a line to the beginning of the next line.
7. MS Word provides you with the functionality to convert the case of
the text you have inserted. It provides various options such as
Sentence case: capitalize only the first letter in the selected sentences,
Lower case: converts all selected text to lowercase letters, UPPER
CASE: converts all selected text to uppercase letters, Title Case:
capitalizes the first letter of each word of the selected text, Toggle
case: changes uppercase to lowercase and lowercase to uppercase in
all selected text.
68
Formatting Documents
UNIT 6 FORMATTING DOCUMENTS
Structure
6.1 Introduction
6.2 Objectives
6.3 Formatting Text
6.4 Formatting Paragraphs
6.4.1 Alignment
6.4.2 Spacing
6.4.3 Indentation
6.5 Formatting Pages

6.6 Advanced Formatting
6.7 Viewing Documents
6.7.1 Print Layout
6.7.2 Full Screen Reading
6.7.3 Web Layout
6.7.4 Outline
6.7.5 Draft
6.8 Let Us Sum Up

6.1 INTRODUCTION
In the previous unit, you have gone through the basic concepts of MS Word
software. This units discusses all these concepts in details. Once you have
been created a document, it is required to be formatted. WORD 2010 comes
with many formatting options. This unit describes many formatting options that
can affect a page, a paragraph, or entire document.
Formatting a document includes assigning fonts and font size, aligning text,
dividing the text into columns, adjusting the line and paragraph spacing (space
between lines and paragraphs) and setting margins (the distance between the
actual page border and the text).
Headers and footers are used to put information in the top and bottom margin
of all the pages of a document. For example, in a heeder or frooter you may
include title/chapter name, page number etc. Header and footer both appear
faded as compared to other text.
There are different ways in which a document may be viewed known as
‘Views’. Views are used to examine a document. Some of views are like normal
view, online view, page layout view, outline view, print preview (how the
document will look if it is printed), split screen view (more than one document
per screen), master document and full screen (only the document on the entire
screen).
69
Applications 6.2 OBJECTIVES
 view a document,
 format text, Paragraph, Pages, and
 Use advanced formatting features like Headers and footers and numbering
pages.
6.3 FORMATTING TEXT

Formatting a document includes assigning fonts and font sizes, aligning text,
dividing text into columns, adjusting the line and paragraph spacing, and setting
margins.
Font refers to the manner or style in which text is displayed in the document.
Different fonts contain different collection of characters and symbols. Font size
is measured in points. Points may be used for measuring spacing, line thickness,
and so on. Word offers many ways to change fonts and font styles.
You can change the font-size, font-type, font-color of the text. However, in
general, you must select portion of the document (characters or words or line
or sentence or paragraph etc.) to which you want to apply the format.
When you click on the right-bottom of the corner of the Font group of Home
tab ribbon, then Font dialog-box will appear which include all the options
i.e. font-style, size, color, under style and text-effects such as subscript,
superscript etc.
Font-typeface:
For selecting a typical font type face you may perform the following steps:
 Select the text whose formatting is to be done.
 Click on the drop down arrow of the font-style menu (see figure-6.1,
indicated by first red arrow) on the Home tab.
 The font style drop-down menu appears.
 Move your cursor over the various font styles. A live preview of the font
will appear in the document.
 Select the desired font name.
Font-Size:
For selecting a typical font size you may perform the following steps:
 Select the text which you want to change the font size.
 Click on the drop down arrow of the font-size menu on the Font group
of the Home tab. (see figure-6.1, indicated by second red arrow)
70
 Choose appropriate size. Formatting Documents
OR
 Click the increase or decrease font size buttons next to the font-size menu.
Font-Color
For selecting a typical font color you may perform the following steps:
 Select the text and click on the Colors button on the Font group of
the Home tab.
 The color dialog box will appear (see figure-6.1, indicated by down red
arrow)
 Select the desired color or click on the more colors option
Fig. 6.1: Font Group option
Bold, Italic and Underline

You can change the text as bold, Italic and Underline by clicking the B-bold,
I-Italic, U-underline button on the Font Group of Home tab Ribbon. To change
the color and style of underline such as single, double, thick, dashed and wave
underline, click on the next to the U-underline button.
Using Format Painter
You can use the Format Painter, as shown in the Figure 6.2, to format an
entire document quickly and easily. The Format Painter copies formats
from the selected text to the text you want to format. Suppose you have
formatted a line as 12 point Times New Roman, bold, italic, underline and
left-aligned. Rather than formatting each paragraph of the document separately,
use the Format Painter to format the entire document. Follow these steps to
do so:
71
Applications
Fig. 6.2: Format Painter
 Select the formatted text (the text with the format you want copy).
 Click on the Format Painter button in the Home tab section on Ribbon.
The pointer changes to a paintbrush.
 Select the text to be formatted. The text automatically changes to the
copied format.
Highlighting Text/Paragraphs (changing the background color of selected
text)
With Word, you can change or highlight the background color of selected text
or paragraphs both. To highlight text, the steps are:
 Select the text you want to highlight.
 Click on the Highlight button of the Paragraph group under Home tab
of Ribbon as shown in Figure 6.3.
· Select the color and
 The color of the background will be changed.
Fig. 6.3: Highlighting button
6.4 FORMATTING PARAGRAPHS

In Word, each time you press the Enter key, you create a new paragraph.
Word paragraphs always end with a paragraph mark. When you open a
new document, the default paragraph setting stored as a style (Normal)
72
is applied. You can press ‘Shift+Enter’ combination of keys to force new lines Formatting Documents
without starting a new paragraph.
Word provides many formatting tools for paragraphs text. Formatting paragraphs
allows you to change the looks of the overall document. You can access many
of the paragraph formatting tools by clicking the Paragraph Group on the Home
Tab of the Ribbon or the Page Layout Tab of the Ribbon.
When you click on the right-bottom of the corner of the Paragraph group
of Home or Page Layout tab ribbon, then Paragraph dialog-box appears which
include all the options. These are:
 Alignment
 Spacing
 Indentation
6.4.1 Paragraph Alignment

Alignment is a way of organizing the text. It refers to the position of the text
relative to the margins. Word enables you to left-align, right-align, center-align
and justify the text in your document in order to enhance it. Certain lines,
like the main heading, might need to be center-align, subheadings need to be
aligned left. Word’s default alignment is left alignment.
The paragraph alignment allows you to change the alignment by clicking the
appropriate button for alignment on the Paragraph Group of the Home Tab
Ribbon.
To change the alignment of paragraph,
 Select the text you wish to modify.
 Select one of the four alignment options from the Paragraph group (as
shown in Fig. 6.4) on the Home tab.
Fig. 6.4: Alignment
1) Left Align: the text is aligned with the left margin (press Ctrl + L)
2) Center: The text is centred within the margins (press Ctrl + E)
3) Right Align: Aligns text with the right margin (press Ctrl + R)
4) Justify: Aligns text to both the left and right margins. (press Ctrl + J)
The following figure illustrates different alignments:
73
Applications
Fig. 6.5: Alignments
6.4.2 Paragraph Spacing

Spacing make document more readable. You can give white spaces before
and after paragraph by specifying values in the spacing area of paragraph dialog
box.
To set the paragraph spacing, follow these steps:
1. Select the text you want to format.
2. Click on the right-bottom of the corner of the Paragraph group of Home
tab ribbon, then Paragraph dialog-box will appear.
3. In the Spacing area of the dialog box, select the desired spacing values
in ‘‘Before’’ and ‘‘After’’ respectively in the spacing drop-down menu
for specifying spacing before and after paragraph respectively. Using this
dialog box, you can control exactly how much space there is before and
after the paragraph (see Figure: 6.6).
Line Spacing
Line spacing is used to define space between two lines. By default, it is single.
WORD allows you to change the line spacing in your text by giving values
in specification area of paragraph dialog box. You can set spacing to single,
double or one and half lines. Line spacing can either be measured in lines
or points. For example, when text is double spaced, the line spacing is two
lines high.
To set the line spacing, follow these steps:
1. Select the text you want to format.
2. Click on the right-bottom of the corner of the Paragraph group of Home
3. In the Spacing area of the dialog box, select the desired spacing value
from the Line Spacing drop-down menu for spacing between two lines.
(See Figure: 6.6).
You can use Word’s convenient Set as Default feature to save all of the
formatting changes you have made and automatically apply them to Current
document or all new documents.
74
Fig. 6.6: Spacing
6.4.3 Indenting Text

Indenting is making the text look more eye-catching. Indents are added to
margin thereby increasing the white space and decreasing the text area for
the paragraphs. In many types of documents, you may want to indent only
the first line of each paragraph. This helps to separate paragraphs from one
another. It is also possible to indent every line except the first line, which is
known as a hanging indent.
Following options are for indenting text:
 First Line: It controls the left boundary for the first line of a paragraph.
 Hanging: It controls the left boundary of every line in a paragraph except
the first one.
 Left: It controls the left boundary for every line in a paragraph.
 Right: It controls the right boundary for every line in a paragraph.
To set the indents for text by using the dialog box:
1. Place the insertion point at the very beginning of the paragraph you want
to indent.
75
Understanding Computer 2. Click on the right-bottom of the corner of the Paragraph group of Home
Applications
3. Enter the specification for left and/or right indents in the indentation area
of paragraph dialog box.
4. Select an option from the Special drop-down list either First line or
Hanging.
5. Click on the OK button. Every paragraph in the document will have
the same indentation settings.
For Indentation text, do the following and see the changes in figure-
6.7:
 Type the following text and name it para-1 without any specification.
The main memory is defined as the central storage in a computer. An example
of the main memory is where programs and data are kept. It is also called
as read write memory or the main memory or the primary memory.
 Copy and Paste para-1 and name it para-2.
 Select para-2 and click on the right-bottom of the corner of the Paragraph
group of Home or Page Layout tab ribbon, then Paragraph dialog-box
will appear in which you give the specification for First line indenting
text like the following: Left : 0.1" > Right : 0" > First Line by 1"
 Copy and Paste para-1 again and name it para-3.
 Select para-3 and give the specification for Hanging indenting text as
Left : 0.1" > Right : 0" > Hanging by 1"
Fig. 6.7: Indentation text
6.5 FORMATTING PAGES

In this section, you will learn more about the page formatting. You can set
margins, orientation, header and footer of the page. You can also insert page
break and blank page.
76
Fig. 6.8: Page Setup Dialog box
Page Margins and Orientations

The default page margin of the document is 1" i.e. 1" for all top, right, bottom
and left. If you wish to change the margin, click on margins of page setup
group of Page Layout Ribbon or click right-bottom of the corner of the page
setup (see figure-6.8) group indicated by red arrow, a page setup dialog box
will appear. You can set here page margin as well as orientation of the page.
To change Orientation of the page,
 Click on Portrait on the same dialog box, the size of the document is
8.5 X 11 inches (most common).
 Click on Landscape, if you want your document to be 11 x 8.5 inches
in size.
Creating Columns
You must have seen in magazines and newspapers that text on a page is divided
into columns. You can do the same with Word as displayed in the Figure
6.9. To divide the page in two columns:
 Click on the page layout button.

 Click on columns and choice desired number of columns in a page.
77
Fig. 6.9: Multi Column Text
Understanding Computer Create a Page Break
Applications
To insert a page break:
 Place your insertion point where you want to insert page break
 Click the Insert Tab on the Ribbon
 On the Pages Group (see Figure-6.10)
 Click Page Break
Fig. 6.10: Page Break Option
Insert a Blank Page

To insert a blank page:
 Place your insertion point where you want to insert blank page
 Click the Insert Tab on the Ribbon
 Click the Blank Page Button on the Pages Group(see Figure-6.10)
Insert Header and Footer
Headers and footers are places to put repetitive information in a document’s
top and bottom margins. Headers print at the top and footers at the bottom
of a document. They can be used to print some information on each page,
such as a name or a graphic, formatted text, dates and automatic page numbers.
Headers and footers are always edited in Page Layout view.
Fig. 6.11: Header & footer option
They can give a uniform look to the document. You can insert common
information such as page numbers, date or title to the header (at the top of
the page) and footer (at the bottom of the page).
To insert Header and Footer, do the following steps:
78
 Click on Header & Footer Group of Insert Tab on the Ribbon (see Formatting Documents
Figure-6.11)
 Click Header or Footer
 Choose appropriate option.
6.6 ADVANCED FORMATTING

Bulleted and Numbered Lists
You can use bulleted and numbered lists in your document to make the text
more attractive and easy to read. Using this, you can organize your text. The
bulleted lists have different shapes of bullets point and numbered list have
numeric numbers, roman numbers and alphabets.
Fig. 6.12 : Bulleted and Numbered lists
To use lists in existing text,

 Select the text to make a list
 From Paragraph group of Home tab Ribbon, click on Bulleted and
Numbered lists button, (see figure-6.12, in red color).
To create a new List:
1. Place the cursor where you want to create a list
2. Click on Bulleted and Numbered lists button
3. Begin typing
You must try these commands
6.7 VIEWING DOCUMENTS

Word can show your document with varying levels of details to make things
easier to visualize and quicker to work with. These display options are called
views.
Types of Views
Word provides five different views of a document and each view has its own
advantages over the others. These are Print Layout, Full Screen Reading, Web
Layout, Outline and Draft view.
View can be activated through the following two ways:
 You can click the View tab and then choose a particular view from the
tab as shown in figure 6.13.
79
Applications
Fig. 6.13: View Menu
 You can use the view buttons next to the zoom slider in the bottom right
of the work spaceas you can see in the following figure.
Fig. 6.14: View Button
Each individual view has been discussed below.

6.7.1 Print Layout View
Print Layout View is the default view in Word 2010. You will find yourself
in when opening a word document. This view is best used when your
document will contain things like images, headers, and footers, columns,
etc. Each of these components will be visible. In this view, you can see
how the document will appear on printed page.
6.7.2 Full Screen Reading View
Full Screen Reading view is optimized for reading a document on the computer
screen. In Full Screen Reading view, you also have the option of seeing the
document as it would appear on a printed page. You should view the document
in full screen reading view to maximise the space available for reading or
commenting on the document.
6.7.3 Web Layout View
Web Layout is suitable if you are designing a web page in Word. Web Layout
view shows how your document will look like as a web page. In this view
you can see the background, text is wrapped to fit the window, and images
appear as they would online.
6.7.4 Outline View
Using outline view, you can view the document as an outline and show the
outlining tools. This is useful if you are moving sections of your document,
or creating an outline.
6.7.5 Draft View
Draft view is used to view the document as a draft to quickly edit the text.
Certain elements of the document, such as headers and footers, will not be
80 visible in this view.
6.8 LET US SUM UP
You have gone through different formatting features for text, paragraphs and
pages. The text of document can be made eye catching by using the alignment
features such as left, right, centre, justify as well as font types, sizes and styles.
You can highlight text by applying bold, italicised and underlined.
You also learnt about different views (such as Print layout, Full Screen Reading
View, web Layout, Outline view and Draft document view), formatting
paragraphs, formatting pages and some more useful tools like, bullets and
numbering lists. Well as with other units you must explore all the options
available in all the settings and formatting taught to you for best usage.
At the end of this unit, you can find some descriptive questions as well as
practical activity for Word. When you will complete these exercises then you
will find yourself more capable to use MS WORD.

1. What is default alignment for MS-Word?
..........................................................................................................
..........................................................................................................
..........................................................................................................
2. What is Format Painter?
..........................................................................................................
..........................................................................................................
..........................................................................................................
3. List the steps to change the orientation of page.
..........................................................................................................
..........................................................................................................
..........................................................................................................
4. Name the different types of font alignments.
..........................................................................................................
..........................................................................................................
..........................................................................................................
5. What are header and footer?
..........................................................................................................
..........................................................................................................
..........................................................................................................
..........................................................................................................
81
Understanding Computer 6. What are different types of break?
Applications
..........................................................................................................
..........................................................................................................
..........................................................................................................
7. How many different ways a user can view a document?
..........................................................................................................
..........................................................................................................
..........................................................................................................
8. Make the following changes in the text:
a) Open MS Word and type the following text:
b) Make 2nd paragraph right aligned.
c) Make the last paragraph left aligned.
d) Copy the second paragraph after the last paragraph.
e) Combine 2nd and 3rd paragraph such that they form one paragraph
and whole letter justified.
f) The font-size of the document is ‘12’ and font type is
‘ALGERIAN’.
g) The line spacing between the paragraphs should be ‘At least’.
h) Apply a hanging indentation to the second paragraph starting
“RAM is a type of .......”
i) Move first paragraph and make the last paragraph.
j) Insert a new paragraph at the end of document and key in the
contents yourself.
k) Insert your name, enrolment no and page no in the document
using footer option from ‘Header & Footer’ group of Insert
Ribbon.
l) Save your document with ‘Word 97-2003’ option by the name
‘Memory’.
m) Close the file and open file that you have just created.

EXERCISE
1. Left is default alignment for MS-Word.
2. Format painter is used to format an entire document quickly and
easily. It copies formats from the selected text to the text to be
formatted.
3. The command for repeat formatting is Ctrl + Y or you can select
82 the repeat formatting option (redo) from the Quick Access Toolbar.
4. The different types of font alignments are right, left, Center and Formatting Documents
justified.
5. Headers and Footers are places to put repetitive information in a
document’s top and bottom margins respectively.
6. Page break, Column break, Text rapping break are the different types
of break.
7. A user can view a document through five main views:Print layout,
Full Screen Reading View, web Layout, Outline view and Draft
document view.
83
Applications UNIT 7 DESKTOP PUBLISHING
FEATURES
Structure
7.1 Introduction
7.2 Objectives
7.3 Proofreading a Document

7.3.1 Set Language Option
7.3.2 Spell Check for a Document
7.3.3 Auto Text Feature
7.3.4 Auto Correct Feature
7.3.5 Synonyms
7.3.6 Thesaurus
7.3.7 Find and Replace
7.4 Let Us Sum Up
7.6 Answers to Check Your Progress Exercises
7.1 INTRODUCTION
As you all know Microsoft Word is a word processor of Microsoft Office
software, which provides you many editing and formatting tools for your
document and offer a variety of font styles. This can be useful for creation
of basic word document. The above said features are already covered in
previous units.
This unit will introduce several advanced proofreading features such as Spell
Checking, AutoText, Auto Correct, Synonyms and Thesaurus.
When you write any letter, you have typed many common words or phrases
in the documents. If you do not want to waste your time to retype same
text, AutoText feature is a useful option to insert text which you need to use
over and over again in the document. It saves your time. In the similar way,
the Auto Correct feature helps you to automatically detect and correct typing
errors and misspelled words and incorrect capitalization. The synonyms and
thesaurus gives you many similar meaningful words for a single word that helps
you to write your document in a standard form without any spelling mistake.
In the following sections, you can explore about these features but all the
features which are included in MS Word 2010 are not explained here.
7.2 OBJECTIVES
84
 do proofreading of a Document Desktop Publishing Features
 use AutoText entries for easy creation of document

 use AutoCorrect feature
7.3 PROOFREADING A DOCUMENT

In the previous unit, you have learned some editing features. Now, you will
learn more about features such as Spell Checking, AutoText, AutoCorrect,
Synonyms and Thesaurus. The AutoText and AutoCorrect are two important
features which are closely related but have minor difference between them.
AutoText is used to create vocabulary or collection of commonly used words

lists which can be used as an abbreviation that will be expanded when AutoText
command is issued. The AutoCorrect command is similar to AutoText except
that the abbreviation is automatic and AutoCorrect entries are passed to the
other Microsoft Office Software. The AutoCorrect is used to correct spelling
mistakes automatically.
For example, if you type the phrase School of Continuing Education, an

abbreviation of SOCE could be set up as an AutoText/AutoCorrect entry,
whenever you typed SOCE, the full phrase will appear for you.
7.3.1 Set Language Option

Microsoft Word uses a dictionary, for checking the spellings, called the U.S.
English dictionary. It is kept in the Commands folder and you cannot change
this dictionary. However, you can maintain one or more of your own custom
dictionaries. Word checks only the open dictionaries.
The first time you use the Spelling tool; ensure that it is set to use the proper
dictionary –U.S. English. To do so, follow these steps:
Fig. 7.1: Set Language tool
 Select the Language option from the Language group of Review tab as
displayed in Figure7.1
 Click on the down arrow of Language option.
 Select the first option as ‘set Proofing Language’ and
 The Language dialog box gets invoked as displayed in Figure 7.2 85
Applications
Fig. 7.2: Language dialog box
 Select the desired language English in the Mark selected text as scroll
list.
 Click on the OK button to complete the progress. This is the way to
set language.
7.3.2 Spell Check for a Document

The Spell Check is a powerful feature of the Word. This is used to check
the spelling of the text in the document.
Automatic spell checker is probably the safest and the quickest way to ensure
that your spellings are correct. By default, Word’s automatic checker is active.
To check the error, point to it and right click on it. The shortcut menu is
showed. For spelling errors,you see the suggested words in bold at the top
of the menu.
For example, if you have typed a sentence like ‘This is first sentence in Microsft
Word 2010,’ then click on Spelling & Grammar option in the Proofing group
on the Review tab, a dialog box will appear like the following:
Fig. 7.3: Spelling Dialog Box

86
The spelling dialog box will show you some suggestions for spelling mistake Desktop Publishing Features
in suggestions box. You are free not to take the help of computer in selection
of spelling mistake. You may take your own decision. If it is not a mistake,
select ‘Ignore Once’ or ‘Ignore All’ option. ‘Ignore Once’ is used to retain
the word as it is and ‘Ignore All’ to ignore the change at all its occurrence
in the documents. If it is a mistake, select ‘Change’ option to correct the
word or select ‘Change All’ to change the word at all its occurrence in the
documents. If you find that word is correct then click on ‘Add to Dictionary’
to add the word.
If you want to check the spelling of an individual word that has been underline
by MS Word, you can right click on the word and choose the appropriate
word (see figure-7.4).
Fig. 7.4: Shortcut menu for Spell Checking
7.3.3 AutoText Feature

The AutoText feature allows you to create and save portions of text to be
used in your future documents. This is more useful for creating notices,
disclaimer and other sentences that are frequently used in your personal as
well as business documents.
Create AutoText Entries
To Create AutoText Entry, you have to follow these steps:
1. Select the text that you want to add in AutoText entries.
2. Select ‘Quick Parts’ option of Text group of Insert tab of Ribbon.

Under this, click on AutoText option and select ‘Save Selection to
AutoText Gallery’
OR
3. Press Alt+F3 keys to open AutoText dialog box (see figure 7.5 )
4. Enter name that you want to give to selected text for AutoText entry
in Name textbox and click on OK button.
5. You can add new entry whenever you want.

87
Applications
Fig. 7.5: Creating a new AutoText Entry
Insert AutoText Entries

To insert AutoText entry in your document you have perform the following
steps:
 Place your insertion point or cursor where you want to insert AutoText
entry
 Type the first few letters of the name. A Screen tip help you for your
entry
 Press enter key to select the AutoText entry OR
 Write the name of entry and press F3 key.
For example, suppose you have created a ‘Computer’ named AutoText entry.
Whenever, next you type the word Computer, MS Word will help you like
the following:
Fig. 7.6: Insert AutoText Entry
Add AutoText gallery to Quick Access Toolbar

To add AutoText gallery to the Quick Access toolbar, follow these steps:
1. To the right of the Quick Access toolbar, click the tiny arrow button to
open the drop-down menu.
2. Near the bottom of the menu, click ‘More Commands.’ (see figure 7.7)
3. Now, ‘Word Option’ window will displayed.
88
Desktop Publishing Features
Fig. 7.7: Customize Quick Access Toolbar
4. On left pane of the ’Word Option’ window, click on Quick Access

Toolbar.
5. Right side on the same window, select All Commands from the Popular
Commands list under Choose commands from drop-down menu.
6. Scroll through the list of commands until you see AutoText.
7. Click AutoText and then click Add.
Fig. 7.8: Add AutoText gallery to Quick Access Toolbar Screen
7.3.4 AutoCorrect
MS Word provides a feature named AutoCorrect that you can used to correct
text automatically as you type. For example, if you accidentally type “Comp”,
Word changes it to “Computer.” The feature saves your time as you are working
on your document. It also helps you to eliminate errors that you might otherwise
miss.You can use AutoCorrect option by right clicking on the misspelled word
and select appropriate word (see figure 7.9).
89
Applications
Fig. 7.9: Short Cut menu for AutoCorrect
AutoCorrect feature performs the following functions automatically:
 Corrects the spelling mistakes and formatting errors.
 Replaces characters you enter with specific words or phrases.
 Formats ordinal numbers (such as 2nd), fractions (such as ½).
 Inserts correct plural forms of AutoCorrect entries.
 Insert symbols that are already included in built-in list of AutoCorrect entry
list. For example, type (c) to insert © copyright symbol.
You can add your own new entries to AutoCorrect entries.
Creating your AutoCorrect Entry
There are two ways to create an AutoCorrect entry :
1. Press <Alt t> key followed by <a> to display the AutoCorrect dialog
box OR
2. Click on ‘Options’ under File Tab.
3. ‘Word Options’window will appear on screen where you select Proofing

option.
4. Right side of this window, select AutoCorrect options button.

5. An AutoCorrect dialog box appears (see figure-7.10).
90
Fig. 7.10: AutoCorrect dialog box
6. In the Replace text box, type a word or pharse that you often misspell
– for example, type usualy.
7. In the With text box, type the correct word – for example usually
8. Click on Add button and then OK button.
9. Now, your AutoCorrect entry is available for use.
Enable AutoCorrect option in a Word 2010 Document
When you install Microsoft Office, AutoCorrect is set by default to try to

match and correct a misspelled word with a word in the main dictionary that
the spelling checker uses. However, if you want to make sure this option is
enabled. Press <Alt t> key followed by <a> to open the AutoCorrect dialog
box. At the bottom of the dialog box (see figure-10), select the ‘Automatically
use suggestions from the spelling checker’ check box and click OK. After
enabling the AutoCorrect option in a document, it will notify you wherever
the spelling is wrong in a document. The wrong spelling appears with red color
underline.
7.3.5 Synonyms
As you know that Synonyms are words that are similar or have a related
meaning to another word. You can check the similar meaning of the word
by right clicking on the word and select Synonyms on the menu and choose
any appropriate similar word closer to your word. For example, you have
typed a word ‘Book’, and see the similar meaning (i.e.Volume, Tome,
manuscript, paperback, Hardcover, Reserve, order) by right clicking on the
word that is given in the following figure 7.11.
91
Applications
Fig. 7.11: Synonyms option for Book word
7.3.6 Thesaurus
MS Word provides you a feature named ‘Thesaurus’ that allows you to view
synonyms. A thesaurus is a dictionary of synonyms, words and phrases. It
suggests other word with a similar meaning to the word that you have selected.
To use the thesaurus,
 Click the Review Tab of the Ribbon
 Click the Thesaurus Button on the Proofing Group (see figure: 7.12)
Fig. 7.12: Thesaurus option on Review tab
 The thesaurus tool will appear on the right side

of the screen and you can view word options.
 For example, you have selected a word ‘Book’,
then MS Word display a list of related word;
you can see the synonyms word such as
Manuscript, Reserve in figure-7.13.
Synonyms are words with the same or similar
meaning to another word, but it is just a word.
A thesaurus is an entire BOOK of words! It
lists ALL the synonyms for every word, and
a good thesaurus will ALSO tell you the words
that mean the OPPOSITE (the antonyms), too.
It’s like the difference between a word, and
a dictionary.
Fig. 7.13: Thesaurus tool

92
7.3.7 Find & Replace Desktop Publishing Features
WORD provides you ‘Find and Replace’ feature to find a specific word and
replace with another word in your document.
Finding Text
To find a specific word, you can select Find option on Editing Group of Home
tabs Ribbon (see figure-7.14) or press Ctrl + F. A dialog box will appear
as shown in figure-7.15. In the ‘Find what’ text box, you can specify the
text that you want to search for.
Fig. 7.14: Find & Replace option
Some words can appear more than once in your document. If you start from
the beginning of the document, you will find the first instance of the word.
To go to the next instance of the text that you are finding, you can press
‘Find Next’ button. This button is more useful when you are replacing text
word by word.
Fig. 7.15: A dialog box for Find & Replace option
Replacing Text
Use the ‘Find and Replace’ option to replace the text found in the Find dialog
box. As shown in above figure-15, If you want to replace ‘Soce’ word with
‘SOCE’ then there are two options - ‘Replace’ and ‘Replace All’. The Replace
option is used to replace one word at a time. It is used in conjunction with
‘Find Next’ option. ‘Replace all’ option is used to replace the word found
in entire document with specified word. Find and Replace has several options
which can be seen when you press More >> button. You can try these options
yourself.
7.4 LET US SUM UP

This unit has introduced the advanced features of the MS Word. As you know
Microsoft Word is a Windows based word processing software application.Using
Word, you can not only create simple text document but also create professional
level document after using proofing text features. 93
Understanding Computer This unit explains a numbers of advanced text proofing features of MS Word
Applications
such as AutoCorrect, AutoText, Synonyms and Thesaurus. All these features
are useful in text editing especially when you accidently write some misspelled
words. AutoCorrect feature are used to automatically detect and correct
misspelled words and incorrect capitalization words. For these, Word provides
a built-in list of AutoCorrect entries. You can also insert your own entry into
it. AutoText feature is used to build a collection of text that you can use again
many times. For example, you may type a text ‘Indira Gandhi National Open
University’ many times in your document; you have to store this text to as
an AutoText entry by a unique name such as IGNOU. Whenever you type
IGNOU, it will show you complete name. If you undo this action, it will remain
the same word otherwise it will replace the initial word with complete phrase
text. The Thesaurus provides you a list of Synonyms for the text that you
have looked up.
You can use Find and Replace feature to find a specific word and replace
with another word in your document. It is more useful editing tool for lengthy
document.
After successful completion of this unit, you will be able to create professional
or personnel documents.

1. What is the difference between AutoText and AutoCorrect feature?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2. Where is the dictionary of Word kept?
...........................................................................................................
...........................................................................................................
...........................................................................................................
3. What is difference between Synonyms and Thesaurus?
...........................................................................................................
...........................................................................................................
...........................................................................................................
4. What is AutoText in Word?
...........................................................................................................
...........................................................................................................
...........................................................................................................
5. Define the term Replace’ and ‘Replace All’.
...........................................................................................................
94 ...........................................................................................................
EXERCISE
1. AutoText is used to create a vocabulary or collection of commonly used
words lists which can be used as an abbreviation that will be expanded
when AutoText command is issued. The AutoCorrect command is similar
to AutoText except that the abbreviation is automatic and AutoCorrect
entries are passed to the other Microsoft Office Software. The AutoCorrect
is used to correct spelling mistakes automatically.
2. The dictionary of words is kept in Commands Folder.
3. Synonyms are words with the same or similar meaning to another word,
but it is just a word. A thesaurus is an entire BOOK of words! It lists
ALL the synonyms for every word, and a good thesaurus will ALSO
tell you the words that mean the OPPOSITE (the antonyms), too. It’s
like the difference between a word, and a dictionary.
4. AutoText is a feature in Word which allows you to quickly insert predefined
text, objects or pictures by simply typing a single keyword.
5. The Replace option is used to replace one word at a time. It is used
in conjunction with ‘Find Next’ option. ‘Replace all’ option is used to
replace the word found in the entire document with specified word.
95
Applications UNIT 8 ADVANCED FEATURES IN WORD
Structure
8.1 Introduction
8.2 Objectives
8.3 Mail Merge
8.4 Tables
8.4.1 Create a table
8.4.2 Modify Table Structure
8.5 Let Us Sum Up

8.1 INTRODUCTION
In this Unit, you will be taught some advanced features offered by MS-Word,
which if learnt properly, can be extremely useful in certain situations. The two
most important features are the Mail Merge and the Tables.
In a business environment, it is often required to send letters with identical
information toa group of people who are at different locations, with different
biographical information for instance each recipient will have a different name
and address. This is taken care of by Mail Merge feature of word.
Tables help you to organize complex columnar information. You can use tables
to create diverse documents and forms, financial reports, catalogues and
resumes.
8.2 OBJECTIVES
 use mail merge, and
 Create and modify date in tables.
8.3 MAIL MERGE

Mail merge technique allows you to create a document (such as form letter,
invitation) and set of information of recipients (such as names, addresses) and
you merge them. When you merge the form letter with list of names, you
can generate the required letter for each of the recipient. In this procedure,
you have to create a letter once, combining it with your address list and send
to multiple recipients.
For example, if you want to invite 50 people on workshop. You will write
just one letter of invitation (known as the main document, explained ahead),
you will store all the 50 names and addresses of people whom you intend
96
to invite in one place (known as data source, explained ahead), then you will Advanced Features In Word
tell word to merge the two information(the main document and the data source)
and create 50 letters of invitation each with different name and address on it.
To perform mail merge, you will need the following:
 A main document
 Data Source or recipient list
Main Document
This is the identical content that appears in each letter that mail merge
creates.The main document can be a form letter, labels, envelopes, an invitation
or any type of document. The document can be appended with some unique
information and field names such as name, address which MS Word will replace
automatically with the recipient list or data source. The main idea behind this
technique is that you create one document but that can be sent to people
in a recipient group.
Data Source
A data source is a file that contains the name, addresses list that varies in
each copy of merged document. The data source may be created during the
merge process using templates or an existing file. The existing file may be Excel
(.xlsx) file. Mail Merge uses this data to make different letters with the same
content but different personal information.
The following example is explained with built-in templates for data file. Excel
are discussed in Unit 11 and 12, therefore, after going through these units,
you may try to create data file using this application and use it with mail merge
using the following similar steps.
Perform the following six steps for using mail merge:
1. Select Type of Mail Merge
2. Select Your Recipients
3. Edit Recipients List
4. Inserting Fields
5. Previewing Merge Document
6. Finish Merge Document
8.3.1 Select Type of Mail Merge
To use mail merge first you must create a letter using the following steps:
 Select Mailings tab on Ribbon
 Click on ‘Start Mail Merge’option, a drop down menu will display a
list of options. You can select any option such as Letters, Labels, Email
messages, Directories, Envelopes or step by step mail merge wizard.
Suppose, you have selected letters as an option (see figure 8.1) and type
the sample letter for your practical work (see figure 8.2)
97
Applications
Fig. 8.1: Select type of Mail Merge Fig. 8.2: Sample Letter
8.3.2 Select Your Recipients

Now, you should create the recipient list using the following steps:
· You can click on ‘Select Recipients’ button from the ‘Start Mail
Merge’group of Mailings tab ribbon. (see Figure 8.3 )
Fig. 8.3: Select Recipients menu
 A list appers, in which you have to select ‘Type New List’. The following
screen will be display for data entry.
Fig. 8.4: Recipients Data Entry window
 Type the information according to your requirement. Using horizontal scroll

bar, you can see long list of field names.
98
 To add more data row in the table, click on New Entry button (see Figure Advanced Features In Word
8.4).
 To save your data entry, click on OK button, it will open a dialog box,
in which give a name to your data and select ‘Save’ button
(see Figure 8.5).
Fig. 8.5: Save Address List
8.3.3 Edit Recipients List

When you build up a data list, ‘Edit Recipient List’ will be enabled. If you
select this button, then it will allow you to make changes in the existing recipients
list. You can find ‘Edit Recipient List’ option on ‘Start Mail Merge’ group
under Mailings tab. Using the following window, you can do the following with
data:
 Select or deselect your data from the list
 Sort your data items as ascending or descending order
 Add or change your data list
 Filter data in the list (see Figure 8.6)
Fig. 8.6: Edit Mail Merge Recipient List Screen 99

Understanding Computer 8.3.4 Inserting Fields
Applications
In previous section, you have created recipient list. Now, it is time to insert
fields into a main document. Although, Word provides you a variety of options
for adding merge field names to the main document.
To insert merge field names,
 Click on Mailings tab Ribbon.
 Select ‘Insert Merge Field’ option from ‘Write & Insert Fields’ group.
 A menu list appears, in which you have to select fields name (for example,
First_name) see Fig. 8.7
 Repeat the above step until your desired fields are added to the merge
document and add fields like the highlighted portion of the following
Fig. 8.8.
Fig. 8.7: Merge Document
Fig. 8.8: Inserted Mail Merge Field Name
100
8.3.5 Previewing Merge Document Advanced Features In Word
Using MS Word ‘Preview Results’ option, you can see your results of merge
document.
To previewing result data,
 Click on ‘Preview Result’ fromPreview Result group on Mailings
tab Ribbon (see Fig. 8.9)
Fig. 8.9: Preview Result Screen
 The syntax of field names of main merge document will be replaced with
data name from your recipient data list.
Fig. 8.10: Mail Merge data Display
Here, you have seen in the Fig. 8.9, the record pointer is on number 2. So,
it will show record no. 2 in place of fields’ syntax (see figure –8.10). You
can see rest record using record pointer.
8.3.6 Finish Merge Document

In the previous sections, you have created a letter, inserted recipient list and
previewed your merged document. Now, you can give a finishing touch to
your mail merge document and to create a separate document for each record
in recipient list and send them all directly to the printer or email.
For this, you can use any one option from the following:
1) Edit Individual Documents (creating a single copy for each recipient)
2) Print a document
3) Send E-Mail Messages
Edit Individual Documents
If you want to edit individual documents, you can complete your mail merge
process by the following ways:
101
Applications
Fig. 8.11: Merge document options
 Click the ‘Finish & Merge’ button on Finish group from Mailings tab
ribbon.
 From menu, select Edit Individual Documents. A window will display in
which you can select ‘All’ option and click on Ok button (see Fig. 8.11)
 A new window will open for each recipient.
In similar way, you can use other two options such as Print documents and
send via mail messages for your merging document. For mail merge
document printing, Printer is necessary for printing separate copy and to send
through email but for this process, outlook setting and Internet connection is
necessary.
8.4 TABLES
A table is an arrangement of information in rows and columns. The intersection
of rows and columns is called cells. The ‘cell’ content is the text, which can
be formatted with the same methods as are used to format any other text.
Each table has a border associated with it, which appears as soon as the
table is created but it is not binding on you, you can delete the border if
you want.
Tables are used for various tasks such as presenting text information and
numerical data in a table format. In this section, you will learn how to create
or draw a table, convert text to a table; apply table styles, insert rows and
columns, split and merging cells, as well as import Excel sheet.
8.4.1 Create a Table
102 Fig. 8.12: Create a Table

For creating a blank table, you can do the following steps: Advanced Features In Word
 Place your insertion point in the document where you want to place
the table.
 Select the Insert tab of the ribbon (see Fig. 8.12).
 Click on table button under Tables group, you can create a table one
of the five ways:
1. Drag your mouse over the palette to create a table with the highlighted
number of rows and columns OR
2. Click on Insert table and enter required number of rows and columns
OR
3. Click on the ‘Draw table’; create your table by using pencil object OR
4. Click on ‘Excel Spreadsheet’ to import excel table OR
5. Click on ‘Quick Tables’ option to create built-in tables such as Calendar,
tabular list and matrix form table structure.
Once you create a table, place the cursor in the cell where you wish to enter
the information and begin typing.
Using Insert Table option to create table
If you choose the ‘Insert Table’ option of Tables Group of Insert tab to create
the table, dialog box is invoked as given below with table size and AutoFit
behaviour options. You can specify the table values for the following way:
Fig. 8.13: Define table behavior
 In table size, you can specify the number of columns and rows which
you want to create.
 In AutoFit behaviour, you can select one option, out of the three options
which are given below:
 Fixed column width: Using this option, you can select a specific
width for the columns you create.
103
Understanding Computer  AutoFit to contents: This option automatically adjusts the width of
Applications
columns to fit the table data you enter.
 AutoFit to window: This option resizes the table so that it fits the
contents within a Web browser window.
8.4.2 Modify Table Structure
For modification of the table, you can add new rows and columns; delete
existing rows and columns as well as table, split and merge cells. In
designing part of the table, you can give a new look to table which contains
the color and design of border, rows, columns, header and footer.
When you want to modify table, click on the table and you will have notice
that there are two new tabs on the Ribbon: Design and Layout. These tabs
include all the features that are mentioned above.
To modify a table, click on table that you have created and then click
the Layout Tab on the Ribbon. This Layout tab allows you to:
 Insert Rows and Columns
 Split or Merge Cells
 Delete table, Rows and/or Column
Fig. 8.14: Layout tab for modifying a table
Insert Rows in Existing Table:

For the following way, you can insert row either above or below of the selected
row in existing table:
 Place the insertion point in the row where you want to insert the new
row.
 To insert one row at a time, click on ‘Insert Above’ option on ‘Rows
& Columns’ Group of Layout tab Ribbon for above of the selected row.
 In similar way, click on ‘Insert Below’ to insert one row below to your
selection.
 Alternatively, right click on the table and select Insert (see Fig. 8.15) and
click on “Insert Rows Above”, if you want to add new row above your
selected row. Otherwise, you can click on “Insert Rows Below”. This
option will add new row below your selection.
 This way, you can add one row at a time.
Insert Columns in Existing Table:
You can add new columns to the left or right of the existing column. Do the
following:
104
1. Place the insertion point in the column where you want to insert the new Advanced Features In Word
column.
2. To insert new column left or right to your selection, click on ‘Insert Left’
or ‘Insert Right’ option on ‘Rows & Columns’ Group of Layout tab
Ribbon (see Fig. 8.14).
3. Alternatively, right click on the table and select Insert from shortcut menu
(see Fig. 8.15) and click on “Insert column to the Left” to insert column
left. Otherwise, you can click on “Insert column to the Right” to insert
column right.
Fig. 8.15: Shortcut menu for inserting rows and columns in existing table
Split and Merge Cells
Fig. 8.16: Merging Cells
When working with tables, you may want to merge two or more cells
or split cells into more cells.
Merging Cells:
The ‘Merge Cells’ feature is used to combine the content of multiple cells
into one cell.
 Select the cells to be merge
 Right click within the selected cells
 Select Merge Cells,
 The selected cells are merged (figure 8.16).
105
Understanding Computer Splitting Cells
Applications
You can split one cell at a time. To Split the cells, by using the following
steps:
 Select the cell to be split
 Right click on selected cell; a split cells dialog box will appears.(see
Fig. 8.17).
 In split cells dialog box, select the desired number of columns and rows.
 Click ok and selected cells are split according to your requirement.
You can see all the splitting cell process in the following figure-8.17.
Fig. 8.17: Split Cells Dialog Box
Delete table, cells, Rows and/or Column

Word provides you four options (see Fig. 8.18) for deletion as:
1) Delete Cells
2) Delete Columns
3) Delete Rows
4) Delete Table
Fig. 8.18: Delete options for Table
To delete table or cells or rows or columns, you can select ‘Delete’

option on ‘Rows & Columns’ Group of Layout tab Ribbon for table deletion.
When you click on down arrow of Delete option, you will get four ways to
106
delete:
1) To Delete cells: Advanced Features In Word
 When you select Delete Cells option, a Delete Cells dialog box
gets invokedas displayed in the Fig. 8.19.
 Select one of the following options in the Delete Cells dialog
box
Fig. 8.19: Delete Cells dialog box
 Select the Shift cells left radio button to move the cells in the row
to the left of the deletion.
 Select the Shift cells up radio button to move the cells in the column
up after the deletion.
 Select the Delete entire row radio button to delete the row that
contains the selected cell.
 Select the Delete entire column radio button to delete the column
that contains the selected cell.
2) Delete Columns:
 Place the cursor on the column which you want to delete and select
Delete columns to delete the particular column (figure 8.18).
3) Delete Rows:
 Place the cursor on the row which you want to delete and select
Delete rows to delete the particular row (figure 8.18).
4) Delete Table:
 Select the table for deletion and click on ‘Delete Table’ option to
delete the entire table (figure 8.18).
8.5 LET US SUM UP

In this Unit you learnt about the Word’s ‘Mail Merge’ feature and then the
concept of‘Tables’ was introduced to you.
You can create a table with different methods such as draw table through
pencil, insert table from Excel Spreadsheet, built-in or quick table i.e. calendar,
double table, matrix and tabular list. You can modify the structure of a table
by inserting new row or column, delete existing row or column, splits or merge 107
Understanding Computer cells within the old table, according to your requirement. Using tables, you
Applications
can write information text in tabular form, so it can be in more readable or
understandable.
Both these concepts can be used easily. You should keep on using these features
and soon you will be an expert yourself.

1) What are the basic steps involved in Mail Merge?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2) Can database of another applications act a data source for mail
merge in Word?
...........................................................................................................
...........................................................................................................
...........................................................................................................
...........................................................................................................
3) How can you create a recipient list for mail merge?
...........................................................................................................
...........................................................................................................
...........................................................................................................
4) What are the steps to merge the main document and the data file in
mail merge?
...........................................................................................................
...........................................................................................................
...........................................................................................................
5) Define table and how to create a table in word?
...........................................................................................................
...........................................................................................................
...........................................................................................................
6) What are the options in the Delete Cells dialog box?
...........................................................................................................
...........................................................................................................
...........................................................................................................
108
7) Below is given a letter and some addresses, this letter is to be sent Advanced Features In Word
to all following addresses using the Mail Merge option.
Type the following sample letter:
To,
<<Name>
<<Address>>
Dear <<Name>>,
You are called for an interview on the <<Date>> at 9:30 A.M. with your
original documents.
Yours Sincerely
XYZ Ltd.,
Addresses are:
Ram Mohan Roy, House No. – 1234, Kolkata
Harish Chandra, House No.. – 9891, Varanasi
Bhavna Jindal, House No.. – 458, Dwarka, Delhi
8) Create a table like the following figure (a) and after creation, merge
cells like figure (b).
Fig. (a) : Create a Table
Fig. (b): Merge Cells in Table

EXERCISE
1) The basic steps involved in Mail merge are creating main document,
specifying a data source, inserting the fields in document and merging the
data file and the main document. 109
Understanding Computer 2) Yes database of another applications act a data source for Mail Merge
Applications
in Word.
3) You can create the recipient list using the following steps:
 You can click on ‘Select Recipients’ button from the ‘Start Mail
Merge’ group under Mailings tab on ribbon.
 A list appers, in which you have to select ‘Type New List’. According
to your requirement, type the information into new window. Using
horizontal scroll bar, you can see long list of field names.
 If you want to add more data row in the table, click on New Entry
button.
 To save your data entry, click on OK button, it will open a dialog
box, in which give a name to your data and select ‘Save’ button
4) To merge the data file and the main document, follow these steps:
 Select Type of Mail Merge
 Select Your Recipients
 Edit Recipients List
 Insert Fields
 Preview Merge Document
 Finish Merge Document
5) Tables are made up of rows and columns of data entered into
‘cells’. The ‘cell’ content is the text, which can be formatted with
the same methods as are used to format any other text. Each table
has a border associated with it.
For creation of table, you can select table button under Tables group
of Insert tab and create a table one of the five ways:
 Drag your mouse over the palette to create a table with the highlighted
number of rows and columns OR
 Click on Insert table and enter required number of rows and columns
OR
 Click on the ‘Draw table’; create your table by using pencil object
OR
 Click on ‘Excel Spreadsheet’ to import excel table OR
 Click on ‘Quick Tables’ option to create built-in tables such as
Calendar, tabular list and matrix form table structure.
6) The options in the delete cells dialog box are to select:
 either the Shift cells left radio button to move the cells in the
row to the left of the deletion, or
 Shift cells up radio button to move the cells in the column up
110 after the deletion, or
 Delete entire row radio button to delete the row that contains Advanced Features In Word
the selected cell, or
 Delete entire column radio button to delete the column that
contains the selected cell.
7) This is a practice exercise. Try doing it yourself.
8) This is a practice exercise. Try doing it yourself
111
Applications UNIT 9 INTRODUCTION TO MICROSOFT
POWERPOINT
Structure
9.1 Introduction
9.2 Objectives
9.3 Getting Started
9.4 Basic Operation on Presentation
9.4.1 Creating New Presentation
9.4.2 Save the Presentation
9.4.3 Opening Existing Presentation
9.4.4 Closing Presentation
9.5 Inserting and Deleting Slides

9.6 Viewing a Presentation
9.6.1 Normal View
9.6.2 Slide Sorter View
9.6.3 Notes Page View
9.6.4 Reading View
9.7 Entering and Editing Text

9.8 Enhancing Text Presentation
9.9 Working with Colour and Line Style
9.10 Adding Headers and Footers
9.11 Let Us Sum Up
9.1 INTRODUCTION
Microsoft PowerPoint is a presentation software which is part of the Microsoft
office software. PowerPoint is a commercial presentation application written
and distributed by Microsoft.
PowerPoint makes it easy to create, collaborate, and present your ideas
dynamically and visually. PowerPoint is used to create overhead transparency,
35mm slides, Photo Print or on-screen presentations. You can insert pictures,
sounds, animation and type text in presentations along with integration with
other Microsoft Office products like Excel.
There are Auto Layouts and templates that make the creation of presentation
simple. PowerPoint offers a way to preview show, add special effects to the
slides as displayed on-screen and rehearse the timings of each slide. By default,
documents saved in PowerPoint 2010 are saved with the .pptx extension
whereas the file extension of the prior PowerPoint versions is ppt.
112
Introduction to Microsoft
9.2 OBJECTIVES Powerpoint

 create a PowerPoint presentation,
 insert and delete slides in new presentation,
 view a presentation,
 using colours in presentation, and
 add header and footer.
9.3 STARTING POWERPOINT

In this section, you will understand how to get started with PowerPoint 2010.
To access PowerPoint 2010, you must have Microsoft Office 2010 installed
in your PC.
 To start POWER POINT,
 Click on the Start button
 Place the pointer on Programs; a sub-menu of Programs is displayed.
 In this menu, search for Microsoft Office and click on it.
 Now, select Microsoft Office Power Point 2010 from the sub-menu
and click it.
This will launch the Microsoft PowerPoint 2010 application and you will see
the following presentation window.
Fig. 9.1: Screen Layout of Power Point 2010 113

Understanding Computer You will see the default opening screen is actually composed of three parts:
Applications
 The Slides/Outline tabs on the left which displays thumbnails or lists of
all slides
 The main Slide pane/area (center) which allows you to work on individual
slides.
 Notes Pane (bottom): In the Notes pane, you can type notes about the
current slide. You can distribute your notes to your audience or see your
notes in Presenter view when you give presentation.
Here are some important features of standard PowerPoint Window which are
necessary to learn before going in details of technical instructions on how to
create a Power Point presentation. Let’s get familiar with these features:
Title Bar
This is the top section of the window. It shows the name of the file followed
by the name of the program which in this case is Microsoft PowerPoint.
Slide Area
This is the area where the actual slide is created and edited. You can add,
edit and delete text, images, shapes and multimedia in this section.
Help
The Help Icon can be used to get PowerPoint related help anytime you need.
Clicking on the “?” opens the PowerPoint Help window where you have a
list of common topics to browse from. You can also search for specific topics
from the search bar at the top.
Fig. 9.2: Help Window

114
Quick Access Toolbar Introduction to Microsoft
Powerpoint
The Quick Access Toolbar is located just under the ribbon. This toolbar offers
a convenient place to group the most commonly used commands in PowerPoint.
It contains functions that you may want to use with ease. You have already
studied this toolbar in previous unit 5 of this course module. You can customize
the Quick Access Toolbar in PowerPoint 2010 as similar to MS Word 2010.
Fig. 9.3: Quick Access Toolbar
Slides Tab
This section is available only in the Normal view. It displays all the slides in
sequence. You can add, delete and reorder slides from this section.
Outline view
It displays only the text of multiple slides in the outline form as shown in Fig.
4. A special set of tools appears to the left of the presentation text in the
Outline view. A numbered slide icon is displayed to the left of each slide’s
title. If a slide contains no pictures or graphics, the slide icon is empty except
for a narrow line near the top indicating the title. If the slide contains a picture
or other objects, the slide icon also contains a graphical representation.
In this view, you can edit the displayed text, delete slides and even cut and
paste slides from one location to another. Cutting and pasting is possible within
the same presentation or between different presentations.
Fig. 9.4: Outline view 115

Understanding Computer File Tab
Applications
You can use this tab for basic file operations such as opening, saving, sharing,
exporting, printing and managing your presentation.You can create new
presentations based on blank or predefined templates. It also consists of options
for settings in PowerPoint.
Ribbon
The ribbon provides all the features to you in MS PowerPoint. It contains
main tabs and its subsequent features. Each tab of Ribbon is divided into Groups
such as Home tab contains Clipboard, Slides, Font, Paragraph, Drawing and
Editing. Each group has also a triangular icon in the lower right hand corner,
clicking this will bring up an additional menu window. The Ribbon contains
some other tab options such as Insert, Design, Transitions, Animations, Slide
Show, Review and View.
Fig. 9.5: Home Tab
Home Tab
The Home tab includes many command groups such as Clipboard functions,
manipulating slides, fonts, paragraph settings, drawing objects and editing
functions. This group contains many commands for creating and manipulating
presentation. For example, Font group is collection of drop-down menu and
button options that are used for formatting a Presentation.
Insert
You can add variety of images, shapes, Chart, table, SmartArt and WordArt
to the Presentation. The Insert tab is collection of commands related to tables,
Illustrations, links, Header & Footer, text and Symbols.
Design
The Design tab has features that allow you to manipulate the Page Setup,
background and Colour themes of a Presentation.
Animations
Using Animations tab, you can add, customise, and preview animations and
transitions between slides.
Slide Show
The Slide Show tab is used for managing the setting for showing presentations.
It allows you to select how your presentation will be displayed.
Review
The Review tab allows you to make changes to your documents and correct
spelling and grammar errors.
116
View Introduction to Microsoft
Powerpoint
This tab features provides options to show the presentation. The view tab
allows you to set the view of presentation (i.e. normal, slide sorter), show/
hide feature and zoom your presentation.
9.4 BASIC OPERATION ON PRESENTATION

In this section, you will learn about how to create a new presentation, open
existing slides, saving and closing presentation.
9.4.1 Creating New Presentation
PowerPoint offers a variety of ways to create a new presentation. You can
create the presentation by using a wizard or templates, or you can create blank
presentations that contain no Colour or style or enhancements.
When you will open PowerPoint for the first time, the program should open
a blank slide (refer to Fig. 9.1).
Creating a Blank Presentation
Blank Presentation creates the default templates called Default Design that uses
no Colour and styles or enhancements. When you create a blank presentation,
you have a full control of the Colour scheme, layout and style on your slides.
You can add a template, Colours and other enhancements selectively at any
time by using the menu or toolbar command.
Fig. 9.6: File Tab and their options
You can do the following for creating a new presentation:

 Select the New option from the File tab. A new presentation dialog box
is displayed as shown in Fig. 9.6.
 Select the Blank presentation and click on the Create button.
 A New presentation slide is displayed on the screen (see Fig. 9.1).
Creating a Presentation Using a Template
When predefined slide and title, Colour schemes and graphics elements
are saved in a presentation file, it is called a presentation template. Using
Installed themes option, you can use these template to create new presentation
with same formatting.
117
Understanding Computer You can do the following for creating a new presentation using a template:
Applications
 click on File Tab and select new command
 click on Templates (see Figure 9.6) or Installed Themes
 Select create button to display a new presentation.
Now, a new presentation is displayed on screen (see Fig. 9.7)
Fig. 9.7: New Presentation with Templates
9.4.2 Save the Presentation

You can save your presentation using Save or Save As option. The
Save is used to save the presentation. For the first time, it will ask for
filename and save as type. The Save As option may be used when you
are sending the presentation to someone who have different version of
PowerPoint or you want to store the presentation in a different location with
different name.
Fig. 9.8: Save dialog box

118
To do this, Introduction to Microsoft
Powerpoint
 Click File tab
 Select Save or Save As and a dialog box will appear.
 Give filename with file type and select location of the filename
 Click on save button to store the presentation in hard disk. (see
figure 9.8)
9.4.3 Opening Existing Presentation

You can open an existing power point presentation using File tab and open
command. You can also use ‘Recent Documents’ from File tab to open
existing presentation which lists all current presentation.
When you select open command (see Fig. 9.6) from File tab to open existing
presentation, a dialog box will appear (see Fig. 9.9), select the name of the
presentation and click on open button to open a presentation.
Fig. 9.9: Open Dialog box for opening a Presentation
9.4.4 Closing Presentation

When you finished your work on a presentation, you can close it. Closing
a presentation means it frees up computer memory for other activities. For
closing presentation, click the File tab and Close (see Figure 9.6)
Fig. 9.10: Close dialog box
If the current presentation is unsaved, PowerPoint will display a dialog box,

as shown in Fig. 9.10 asking to save the current presentation with Yes and
No options. Select ‘Yes’, if you want to save file, No if you do not want
to save the file or cancel to return to your file without saving it. 119
Applications 9.5 INSERTING AND DELETING SLIDES
In previous section, you have created presentation. After this, you can insert
additional slide or delete slides wherever necessary in your presentation.
Inserting Additional Slides
Using the following, you can insert additional new slide to the presentation.
For this, do the following:
Fig. 9.11: New Slide Options
 Select New Slide option on Slides group of

Home tab.
 After this operation, you will find more new
slides format. You can select any of them
according to your need such as title slide, title
with content, Section header, blank slide or
duplicate slide. (see Fig. 9.11)
Deleting Slides
To delete the slide, do the following:
 Select the slide to be deleted ‘and right click
on it. (see Fig. 9.12)
 A shortcut menu will be open and select
Delete Slide option.
 Your selected slide will be deleted from
presentation.
Fig. 9.12: Delete Slide

120 Menu
9.6 VIEWING A PRESENTATION Powerpoint
There are many views to view a PowerPoint Presentation. Each view has
a particular purpose and advantage. You can either select the
Presentation Views option from the View tab on Ribbon or select views using
the view buttons located to the left of the Zoom control, near the bottom
of the screen.
Fig. 9.13: Viewing Presentation options
The four different Presentation Views (see Fig. 9.13) available in PowerPoint
are as follows:
 Normal view
 Slide Sorter View
 Notes Page
 Reading view
Normal view
This displays page in normal view with the slide on the right and a list of
thumbnails to the left.
Fig. 9.14: Normal View
This view allows you to edit individual slides and also rearrange them. It displays
all the slides in sequence. This view also has Notes Page Pane at the bottom
of the screen.This is the default view when you first open PowerPoint. In this
view, all the menus and toolbars are available for use. You
can add, delete and reorder slides from this section.
121
Understanding Computer Slide Sorter view
Applications
Slide Sorter view gives you a miniature picture of each slide. This
view only allows you to rearrange the slides but not edit the contents of
each slide.
Fig. 9.15: Slide Sorter view
Notes Page
This section allows you to add notes for the presentation. These notes will
not be displayed on the screen during the presentation; these are just quick
reference for the presenter.
Fig. 9.16: Note Page View
Reading View
Reading View shows the slide that fits within the window and you can change
to this view when you want to proof read or rehearse.
122
Powerpoint
Fig. 9.17: Reading View
Zoom Options
PowerPoint displays the Presentation at a present percentage of its full size.
The zoom control lets you zoom in for a closer look at your text. The zoom
control consists of a slider that you can slide left or right to zoom in or out,
you can click on the - and + buttons to increase or decrease the zoom factor.
The maximum zoom supported by PowerPoint is 400% and the 100% is
indicated by the mark in the middle.
The percentage PowerPoint uses varies, depending on your video driver, the
screen resolution you use, and the size of your monitor.
Fig. 9.18: Zoom option on View tab

To specify the zoom percentage:
 Select the Zoom option from the Zoom group under View tab on Ribbon.
 A zoom dialog box is displayed as shown in Fig. 9.19.
Fig. 9.19: Zoom window
 Select the percentage.

 Click on the OK button.
123
Applications 9.7 ENTERING AND EDITING TEXT
Text is one of the most important components of any application. Every slide
in a Presentation contains text of some kind, even if it is just the title. Entering
and editingtext in PowerPoint is similar to entering and editing text in any Office
application.
Entering text using Title content layout of slide is simples. You must use it
as far as possible. In this case, when you insert a new slide, select its layout
as title at content and then click on title to enter the title and in the content
to enter the bulleted list of points. If you want to add new text objects other
than the bulleted list of points. If you want to add new text objects other
than bulleted points, you can follow the following process:
 Select the Text Box button from the Text group of Insert tab on Ribbon.
 Place the pointer where you want the text box to appear.
 Click on the left mouse button. A text box is displayed with the insertion
point as show in Fig. 9.20.
 Type the desired text in the text box. The text box expands to
accommodate the text you enter. If you want to type on a new line, press
Enter.
Fig. 9.20: New Text Object creation
Changing Text and Correcting Errors

Click on the text object to make changes. An insertion point is displayed,
indicating that you can edit the text. You can use the Cut, Copy, Paste options
from the Clipboard group of Home tab. .
When you finish editing text, deselect the object by clicking on a blank area
of the slide or the gray border around the slide.
9.8 ENHANCING TEXT PRESENTATION

Enhancing Text
PowerPoint provides many text enhancing functions including changing
placements, selecting fonts, changing text style, colour, size and adding special
124 effects like underline, shadow, and so on.
Changing Line and Paragraph Spacing Introduction to Microsoft
Powerpoint
PowerPoint helps you to set the spacing between lines as well as the space
before and after paragraphs.
 Select the text for which you want to change line or paragraph spacing,
either in the master or on the individual slide.
 Select the Home tab.
 Under this tab, click on right corner of the Paragraph group option.
 A window will appear in which you can give appropriate value for spacing
between lines as well as the space before and after paragraphs (see
Fig. 9.21)
Fig. 9.21: Paragraph Spacing option
Aligning Text
Alignment is the way text is placed between the margin of a slide or a text
box. In presentation slides, text is generally left-aligned for paragraphs
or bullets.You can align text using the buttons given below on the Paragraph
Group option under Home tab. You can align your text as left, center, right
and Justify.
Fig. 9.22: Alignment option
9.9 WORKING WITH COLOUR AND LINE STYLE

All objects that you draw in PowerPoint except a line have a fill Colour, line
Colour and line style. For any object, you can turn off the line colour and
fill colour. In most templates, an object’s line is a narrow solid line. You can
select any one of the wider line styles or any one of the double or triple
lines. You can change a solid line to dashed, dotted, and soon, by selecting
one of the dash style options. You can also add arrow heads to either end
or to both ends of the line or arc.
125
Understanding Computer Choosing Fill Colour, Line Colours and Line Styles
Applications
You can change an object’s Fill Colour in PowerPoint.
 Select the object.
 After your selection, a Format tab will enable as drawing toolbar.
 Click on it. It will show many group options such as Insert Shapes, Shape
style, WordArt Styles.
 Here, you can select any command like Shape Fill, Shape Outline, Shape
effects, Text Fill, Text outline and Text Effects.
Fig. 9.23: Format tab
9.10 ADDING HEADERS AND FOOTERS

Header is a text element shown at the top margin of a document while footer
is a text element shown at the bottom margin. You can add header and footer
to your slides, presentation notes and audience handouts. Headers and footers
appear on every slide. You can choose not to have them appear on the title
slide.They often include information such as the presentation title, slide number,
date, and name of the presenter.
You can do the following for adding Header and Footer in your presentation:
 Click the Insert tab, and then click the Header & Footer button under the
Text group.
 A window will open (see Fig. 9.24). Here, you can click the Slide or Notes
and Handouts tab.
 Enter or select the information you want to include on your slide or your
notes and handouts.
 If you donot want to include a header and footer on the title slide, select
the ‘Don’t show on title slide’ check box.
 Click ‘‘Apply” to apply your selections to the current slide (if available),
or click ‘‘Apply to All” to apply the selections to all slides.
Fig. 9.24: Header and Footer

126
9.11 LET US SUM UP Powerpoint
This Unit provides a basic knowledge on Microsoft PowerPoint software. After

this unit, you are able to create a Presentation using a Blank Presentation or
the Template, insert and delete slides in new presentation,
There are many views to view any Presentation such as Normal view, Slide
Sorter View, Notes Page and Reading View. Normal view allows you to edit
individual slides and also rearrange them. Slide Sorter View can be used to
alter the order of the slides. Notes Page View allows you to add notes for
the presentation. Whereas Reading View shows the slide that fits within the
window and you can change to this view when you want to proof read.
PowerPoint provides you all the editing functions you need to create an effective
presentation. Changing the look of a presentation is simple and easy with colour
scheme and colours and line styles. Templates determine the colour scheme,
frame, font size and type and other characteristics that alter a slides appearance.
PowerPoint provides many text enhancing functions including changing placements,
selecting fonts, changing text style, colour, size and adding special effects like
underline, shadow, and so on. You can also add Header and Footer in your
Presentation.

1. What is PowerPoint Software?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2. What is a presentation template?
...........................................................................................................
...........................................................................................................
...........................................................................................................
3. How do you create a blank presentation?
...........................................................................................................
...........................................................................................................
...........................................................................................................
4. Create a PowerPoint Presentation and try to insert slides before and after
any Slide.
...........................................................................................................
...........................................................................................................
...........................................................................................................
...........................................................................................................
127
Understanding Computer 5. How do you specify the zoom percentage?
Applications
...........................................................................................................
...........................................................................................................
...........................................................................................................
6. How can you insert date into the footer in the power point presentation?
...........................................................................................................
...........................................................................................................
...........................................................................................................
7. Name any two view options available in PowerPoint.
...........................................................................................................
...........................................................................................................
...........................................................................................................
8. Try to view the Presentation using the views that PowerPoint Software
Presentation provides.
...........................................................................................................
...........................................................................................................
...........................................................................................................
9. Write a text paragraph in the Presentation and try to change the text colour.
Use header and footer in the Presentation.
...........................................................................................................
...........................................................................................................
...........................................................................................................

EXERCISE
1. PowerPoint 2010 is presentation software that allows you to create
dynamic slide presentations that can include animation, narration, images,
and videos.
2. When predefined slide and title, colour scheme and graphic elements are
saved in a presentation file it is called a presentation template.
3. To create a new blank presentation:
 Click the File tab.
 Select New.
 Select Blank presentation under Available Templates and Themes. It
will be highlighted by default.
 Click Create. A new blank presentation appears in the PowerPoint
window.
128
4. This is practice exercise. Do it yourself. Introduction to Microsoft
Powerpoint
5. To specify the zoom percentage:
 Select View tab
 Click on Zoom option on Zoom group.
 A zoom dialog box is displayed.
 Select the percentage.
 Click on the OK button.
6. To insert the date into the footer, click on the Header & footer button
under the Text group of Insert tab. This will display the Header & Footer
dialog box. Click on the Date & time check box. The date & time option
will be activated.
7. The name of two view options available in PowerPoint is Normal view
and Slider Sorter view. (Note: Other view options available are Reading
view, Note Page view).
8. This is practice exercise. Do it yourself.
9. This is practice exercise. Do it yourself.
129
Applications UNIT 10 ADVANCED FEATURES OF
MICROSOFT POWERPOINT
Structure
10.1 Introduction
10.2 Objectives
10.3 Inserting Objects in Presentation
10.3.1 Clip Art
10.3.2 Pictures
10.3.3 Screenshot
10.3.4 Shapes
10.3.5 Chart
10.3.6 SmartArt
10.3.7 Audio/Video
10.3.8 Table
10.4 Page Setup for Presentation

10.5 Printing Presentation
10.6 Setting up and Running a Slide Show on Screen
10.7 Setting Transitions
10.8 Let Us Sum Up
10.1 INTRODUCTION
In the previous unit, you have learned how to create presentation. In this unit,
you can insert images, Shapes, SmartArt and Chart in presentation. Adding
images to your presentations makes them more interesting. Pictures, clip art,
and screenshots can be inserted into presentations to help you effectively
communicate your ideas to your audience.
Presentations are supposed to be graphic in nature so that they have immediate
effecton the audience. Presentation can be made more attractive by inserting
Audio and Video also.
Good Presentations are crucial to convince an audience.
10.2 OBJECTIVES
 insert objects in presentation,
 draw different types of objects like rectangles, oval
 draw free form shapes,
130  move and copy objects,
 print presentation, and Advanced Features of
Microsoft PowerPoint
 Setup and run a slide show.
10.3 INSERTING OBJECTS IN PRESENTATION

You can insert images in presentation from your hard disk or Clip Art. Beside
the Clip Art, you can find more options such as SmartArt graphic, Shapes,
Chart and Media Clip in this section. You can find these options also in the
predefined slide layouts.
You can insert following onto your slides:
10.3.1 ClipArt
Fig. 10.1: Insert Tab command
Clip Art is a collection of inbuilt images. Inserting a Clip Art drawing is one
of the best ways to enhance a slide show (when you run a presentation for
the audience it becomes a slide show). Using this artwork in selected slides
in your presentation can help you make the presentation visually more interesting
to the viewers. PowerPoint is supplied with a library of Clip Art.
Do the following for adding Clip Art pictures into your presentation:
 Select the Insert tab
 Click the Clip Art command in the Images group (see Fig. 10.1)
 The clip art options appear in the task pane to the right of the document
(see Fig. 10.2).
 Enter keywords in the Search for field that are related to the image you
want to insert.
 Click the drop-down arrow in the Results should be: field.
 Deselect any types of media you do not want to see.
Fig. 10.2: Clip Art option 131

Understanding Computer  If you want to also search for clip art on Office.com, place a check
Applications
mark next to Include Office.com content. Otherwise, it will just search
for clip art on your computer.
 Click on Go Button.
10.3.2 Pictures
You can insert scanned picture or pictures taken from camera to your
presentation. That can be a great way to explain important information.
To insert an image from a file:
 Select the Insert tab.
 Click the Picture command in the Images group (see Fig. 10.1). The
Insert Picture dialog box appears (see Fig. 10.3)
 Select the desired image file and then click Insert button.
Fig. 10.3: Insert Picture dialog box
 The picture will appear in your slide like the following:
132 Fig. 10.4: Slide with Picture

10.3.3 Screenshot Advanced Features of
Screenshots are pictures that capture your visible windows or an item displayed
on your desktop. They may include any open computer programs, functions,
and websites. PowerPoint allows you to capture an image of an entire window
or a screen clipping of part of a window.
You can do the following for inserting screenshots of a window:
 Select the Insert tab.
 Click the Screenshot command in the Images group (see Fig. 10.1).
 The Available Windows from your computer will appear. Select the
window you want to capture as a screenshot.
 Now, the screenshot will appear in your slide.
Fig. 10.5: Screenshot for currently open window
10.3.4 Shapes
Many presentations rely strongly on text to get their point across. The ability
to demonstrate a point visually is always a powerful tool. The drawing feature
in PowerPoint allows you to easily draw shapes, such as rectangles, squares,
circles and even stars on a slide. It also includes Shapes like basic geometric
shapes, flowchart components, arrows, callouts, lines and other predefined
special shapes.
Select the tool corresponding to the shape you want to draw from the drawing
toolbar as shown in Fig. 10.6.
For making a shape, you have to follow these steps:
 Select the Illustrations group under the Insert Tab (see Fig. 10.1).
Fig. 10.6: Shapes 133

Understanding Computer Click on the Shapes dropdown to view the available shapes (see Fig. 10.6).
Applications
 Select any shape you want to insert. This will change the cursor to a
+ sign.
 Click and drag on the slide to create the shape. As you drag, the shape
will show up on the slide. Continue to drag and adjust the size and the
symmetry of the shape like the following Fig. 10.7.
Fig. 10.7: Inserted Shape
10.3.5 Chart
You can insert a chart or graph directly onto a presentation. PowerPoint
provides different categories of charts such as column, Line, Pie, Bar, Area,
etc. Through the wizard, you can easily follow the process of a selecting the
type of chart and entering data.
If you have lots of data then create your chart in Excel, and copy it into
your presentation. This is the one of the best ways to create chart.
To create a chart, do the following:
 Select slide where you want to insert a chart.
 Select Insert tab.
 Click on Chart option from Illustrations group (see Fig. 10.1).
 A dialog box with different category of chart will appear and select the
appropriate chart (see Fig. 10.8)
134 Fig. 10.8: Chart Category

After selecting the chart type, an Excel window will open automatically for Advanced Features of
entering data. (How to use excel to data is discussed in this Unit 11). Microsoft PowerPoint
 After completing this task, a Chart will appear in the presentation.

10.3.6 SmartArt
PowerPoint offers a unique feature called SmartArt which allows users to add
text to predefined art designs. Using SmartArt graphic, you can insert any
type of built-in graphic such as list, process, cycle, hierarchy, matrix and pyramid
within your presentation.
The following steps will help you add a SmartArt to PowerPoint:
 Select slide where you want to insert a SmartArt.
 Select Inserttab.
 Click on SmartArt option from Illustrations group(see Fig. 10.1).
 The SmartArt dialog box is displayed with all categories details of SmartArt
graphic with design preview. In SmartArt dialog box, choose any graphic
for your presentation. (see Fig. 10.9)
 You can type text for graphic and final graphic will appear in the slide.
Fig. 10.9: SmartArt dialog box
10.3.7 Audio/Video
Audio and video objects can add enormous impact to your documents. They
are very effective for presentation. You can incorporate sounds and video files
into a document as objects, much like a simple Clip Art image. You can also
set the sound or video objects to play the object once or continuously. This
feature is particularly useful for multimedia presentations because it lets you
organize your graphics, sounds, animations and videos.
To insert Video/Audio clip into the presentation, follow these steps:
 Go to the Media group under the Insert tab.
 Media group contains two options Audio and Video (see Fig. 10.10).
 To insert video file, select Video.
 Video from File to insert a video from your computer or hard drive.
 In the Insert Video dialog box, browse for a video file and click Insert
button to add video file into the slide. OR
135
Understanding Computer  To insert audio file, select Audio as media type and Audio from File
Applications
to insert an Audio from your computer or hard drive.
 In the Insert Audio dialog box, browse for an audio file and click Insert.
Fig. 10.10: Video & Audio option in Insert tab
10.3.8 Table
A table of data can convey useful information on a slide.You can add tables
in slides and also format them to enhance their visual effects.PowerPoint table
is a simple table that does not support the mathematical features. If you want
to carry out some calculations, you can insert an Excel Spreadsheet instead
of a regular table.You can basically take a Spreadsheet or a section of a
Spreadsheet and paste it into a slide as a table or add as an object in title
- content layout slide.
The PowerPoint table formatting features have been grouped under two ribbons:
Design and Layout. These two tabs are enabled only when you have created
table in a slide. You have already studied about the table feature in MS Word,
in similar manner, you can insert row & column or remove table from
PowerPoint.
To insert table into the presentation, follow these steps:
 Go to the Tables group under the Insert ribbon (see Fig. 10.1).
 Click on the dropdown and select your table dimension from the matrix.
 If you require more than 10 columns or 8 rows click on “Insert Table”
to open the Insert Table dialog where you can specify the column and
row count (see Fig. 10.11).
136 Fig. 10.11: Insert Table

Advanced Features of
10.4 PAGE SETUP FOR PRESENTATION Microsoft PowerPoint
COMPONENT
You can display a presentation as an on-screen slide show, as 35mm slides,
as overheads or as some other type of printed output. You can also specify
other properties of presentation, and PowerPoint adjusts the presentation to
best suit your selections.
Select a Setup for Slides, Notes, Handouts and Outlines.
For this, do the following:
 Open the presentation for which you want to specify a setup.
 Click on Design tab on Ribbon.
 Select the ‘Page Setup’ option from ‘Page Setup’ group.
 After clicking the Page setup option, the Page Setup dialog will displayed
as shown in Fig. 10.12.
 Select an appropriate option from ‘Slides sized for’ drop-down list.
 As per your requirement select ‘width’ option for presentation.
 Enter a number other than 1 in the ‘Number slides from’ box.
 Select either the Portrait or the Landscape option for changing the print
orientation for slides, Notes, handouts or an outline. When you select
Portrait, the slide is taller than it is wide, and Landscape creates slides
that are wider than they are tall.
Fig. 10.12: Page Setup dialog
10.5 PRINTING PRESENTATION COMPONENTS

PowerPoint is equally helpful when it comes to printing the slides. It provides
various options for your convenience for instance it allows you to print more
than one slide perpage when not necessary to save pages and printer ink etc.
Printing a Presentation
 Open the presentation you want to print.
 Select the ‘Print’ option from the ’File’ tab. The ‘Print dialog box’ is
displayed as shown in Figure 10.13.
 Select the desired printer from the pull-down list of Printer. 137
Understanding Computer  In Copies sections, make the desired selections.
Applications
 As per your need, select other settings options.
 To print your presentation, click on the square Print box in the upper
left corner.
We advice you to print handsets having 6 slides per page. This reduces the
number of page you need to print.
Making Settings in the Print Dialog Box
Once your printer is set up, PowerPoint allows you to print any component
of a presentation: slides, notes, pages, handouts and an outline. To print a
component, select the Print option from the File menu to display the Print
dialog box as shown in Figure 10.13. In this dialog box, you can select the
component you want to print, the number of copies, the specific pages to
print and other printing options.
Fig. 10.13: Printing Slides
Printing Different Kinds of Output

The Print what option of the print dialog box controls which type of output
you want for your presentation. There are few variables to keep in mind,
depending on whether you have chosen to print a slide, an outline, a notes
page or handouts. When you are printing slides, the ‘Print range’ area of the
Print dialog box gives you a number of printing options – you can print only
the current slide, all slides, the slides selected in the presentation, or a range
of slides that you specify.
If you select Notes pages in the Print what selection of the Print dialog box,
you will print a reduced slide at the top of the page and speaker’s notes
at the bottom of the page. Since Notes pages print one slide per page, you
follow the same basic steps for printing notes pages as for printing slides.
138
If you select Handouts in the Print what selection of the Print dialog box, Advanced Features of
PowerPoint lets you print by using different layout styles: one, two, three, four Microsoft PowerPoint
vertical or horizontal, six vertical or horizontal, nine vertical or horizontal slides
per page. To print selected handout pages, it is not necessary to determine
on which page a slide will print. You need to specify the slide numbers –
set in the Slide Setup dialog box – that you want to print in the Slides box.
When you print a presentation outline, it is printed just as it was last displayed
in the Outline view. If you click on the ‘Show Formatting’ button on the Outline
toolbar to display the outline text without formatting, the outline is printed exactly
as displayed on screen. After selecting the Outline View option in the ‘Print
what’ section of the Print dialog box, enter the slide numbers that you want
to include on the outline page.
10.6 SETTING UP AND RUNNING A SLIDE

SHOW ON SCREEN
One of the most effective ways to present on-screen slide show is on the
computer screen, the entire screen area is used, and PowerPoint’s title bar,
menu bar and toolbars are cleared from the screen. This view helps you to
check the final sizes, colours, animation, transitions between slides, sounds and
other controls. An on-screen slide show offers several advantages over
transparencies or 35mm slides:
 It helps you to easily move around the presentation.
 It makes other information available during the presentation, for example,
you can open other computer programs to get additional data, or you
can link to a World Wide Web site.
 It enables you to utilize multimedia effects, such as animation and video
clips.
 It allows you to annotate your slides as you give your presentation.
Features related to setting and running the slideshow is grouped under the
Slideshow ribbon as shown in Fig.10.14.
Fig. 10.14: Slideshow ribbon 139

Understanding Computer Running a Slide Show
Applications
To run a slide show from within PowerPoint you can follow the following steps:
 Open the presentation for which you want to run the slide show.
 Now, select the”Slide Show” tab in the Ribbon (see Fig. 10.14)
 In the “Start Slide Show” group, you can either click the “From
Beginning” button to start the slide show from the first slide or you can
click the “From Current Slide” button to start your slide show from
the currently selected slide in your presentation.
 You can click the screen with your mouse to advance through the slides
and animations in your presentation. Once you have viewed the entire
presentation, the slide show will close and return to the previous viewthat
was used before PowerPoint ran the slide show OR
 To Exit the Slide Show: Press the ESC key on the keyboard.
Setting up a Slide Show
Do the following for setting up a Slide Show:
Fig. 10.15: Set up Slide show
 Select the Slide Show tab (see Fig. 10.14).

 Click the Set up Show command.
 The Set Up Show dialog box will appear (see Fig. 10.15) in which you
have to select as per your requirement such as Show type, Show slides
and other various options available for setting up and playing a slide show.
 Click OK to apply the settings to the slide show.
140
10.7 SETTING TRANSITIONS Microsoft PowerPoint
Transitions are motion effects that when in Slide Show view add movement
to your slides as you advance from one slide to another. There are many
transitions to choose from, each one of which allows you to control the speed
and even add sound.
There are three categories of unique transitions to choose from, all of which
can be found on the Transitions tab. These categories of transitions are Subtle
(slight transitions), Exciting (strong transitions) and Dynamic Content (strong
transitions that affect only the content, such as text or images).
Fig. 10.16: Categories of Transitions
To apply a transition in your slides:

 Select the slide you want to modify.
 Click the Transitions tab.
 Locate the Transition to This Slide group. By default, none is applied
to each slide.
 Click the More drop-down arrow to display all of the transitions.
 Select any transition to apply it to the selected slide. This will automatically
preview the transition as well.
10.8 LET US SUM UP

After all the presentation-related knowledge that we tried to give you, we would
like you to be creative and explore the MS PowerPoint, as the exploration
itself will be a learning experience.
This unit was heavy but by no means was meant to scare you or put you
off rather we would like you to go through each section as slowly as you
are comfortable but practicing simultaneously on a computer is important.
After sufficient practice, soon you would be making some professional
presentations Yourself!
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Applications 10.9 CHECK YOUR PROGRESS EXERCISE
1. What is a presentation?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2. What is Clip Art? How to Insert Clip Art on a Microsoft PowerPoint
Slide?
...........................................................................................................
...........................................................................................................
...........................................................................................................
3. How does PowerPoint allow you to print any component of presentation?
...........................................................................................................
...........................................................................................................
...........................................................................................................
4. How can you add audio file in presentation?
...........................................................................................................
...........................................................................................................
...........................................................................................................
5. Can you print more than one slide per page, if yes then how?
...........................................................................................................
...........................................................................................................
...........................................................................................................
6. What is transition?
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...........................................................................................................
...........................................................................................................

EXERCISE
1. Presentation is basically a sequence of slides that are displayed in a
succession to the audience to give an explanation on a topic.
2. Clip Art is a collection of media files (images, videos, audio, and animation
files) that Microsoft includes with the PowerPoint application. If your
computer has an Internet connection, then you can also access Office.com
to search for images.
142
To insert clip art on a PowerPoint slide, follow the steps below: Advanced Features of
 Click Insert Tab;
 Go to Images group in PowerPoint 2010
 Then you will view the Clip Art button there.
 After selecting Clip Art button, Clip Art Gallery will open on the
right side of screen.
 Search images as per your need and click anyone image.
 Selected image will be displayed on the slide.
3. Once your printer is setup, PowerPoint allows you to print any component
of the presentation. To print a component, select the Print option from
the File menu to display from print dialog box. In this dialog box you
can select the component you want to print, number of copies and specific
page to print.
4. To insert audio file, select Audio as media type and Audio from File
to insert an Audio from your computer or hard drive. In the Insert Audio
dialog box, browse for an audio file and click Insert.
5. Yes, we can print more than one slide per page. For this, Go to the
File menu and choose Print. In settings, you will see a Full Page Slides
pull down menu at the center of the window in which select Handouts.
Then choose 9 Slides Vertical or 9 Slides Horizontal option.
6. Slide transitions are motion effects that occur in Slide Show view when
you move from one slide to the next during a presentation.
143
Applications UNIT 11 INTRODUCTION TO
MICROSOFT EXCEL
Structure
11.1 Introduction
11.2 Objective
11.3 Getting Started
11.4 Navigating Worksheets
11.5 Operation on Workbook
11.5.1 Creating Workbook
11.5.2 Saving Workbook
11.6 Entering Data

11.6.1 Entering Text
11.6.2 Entering Numbers
11.6.3 Entering Date and Time
11.6.4 Entering Formulas
11.7 Excel Functions

11.8 Selecting Cell Ranges
11.9 Creating Text, Number and Data Series
11.10 Editing Worksheet Data
11.10.1 Clearing a Cell
11.10.2 Copying Data
11.10.3 Cut and Paste
11.10.4 Inserting and Deleting Rows, Column and Cell Ranges
11.11 Worksheets Formatting

11.10.1 Numeric Formatting
11.10.2 Custom Formats
11.10.3 Data and Time Format
11.12 Changing Column Width and Row Height

11.11.1 Changing Column width
11.11.2 Change Row Height
11.13 Auto Formats

11.14 Aligning Data
11.14.1 Changing Horizontal Text Alignment
11.14.3 Changing Vertical Text Alignment
11.14.4 Orienting Text
11.14.4 Controlling Text Within a Cell
11.14.5 Applying Borders
11.15 Working With Graphic Objects

11.5.1 Adding Graphic Objects to a Worksheet
11.5.2 Selecting, Resizing Objects
11.5.3 Creating a Text Box
144
11.16 Charts Introduction to Microsoft Excel
11.17 Let Us Sum Up
11.1 INTRODUCTION
Microsoft Excel is a Spreadsheet program that is used to record and analyse
numerical data. A worksheet or sheet is a single page in a file created with
an electronic Spreadsheet program. A workbook is the name given to an Excel
file and contains one or more worksheets.
Worksheet is a collection of columns and rows that form a table. Alphabetical

letters are assigned to columns and numbers are assigned to rows. The
intersection of rows and columns are called Cell. The address of a cell is
given by the letter representing the column and the number representing a row.
A Spreadsheet is a generic term for the software package that simulates a

paper worksheet often used by people in management. It has various features
to offer – namely, fast calculations, what-if analysis, charts (also called graphs),
automatic-recalculations and many more. It has user interface features common
to other Microsoft Office Applications. It is the most powerful tool to manage
and analyze various types of Data.
A variety of applications for which MS-Excel can be used include automating

financial statements, business forecasts, transaction registers, inventory control,
accounts receivable and accounts payable. MS-Excel provides statistical,
analytical and scientific functions. Excel comes across as a powerful and flexible
graphical presentation tool.
Data stored in database formats can be accessed through MS-Excel. It supports

what-if analysis to help predict the future values if there is a change in the
cell content. Graphs or charts can be created based on data for quick
assessment of a situation. Macros which can be used to combine a series
of actions to automate your work can also be defined. Excel can create formulas
by using row and column headers instead of range references. This feature
is known as the Natural Language formula. Page Break Preview feature permits
you to move page breaks by dragging them. We shall learn about these MS
Excel features in this unit.
Microsoft Excel is part of the Microsoft Office suite of programs. You can
download it from the Microsoft website but you will have to buy the license
key.
11.2 OBJECTIVES
 list the features of Excel,

 navigate worksheets,
145
Understanding Computer  make different types of entries in a worksheet,
Applications
 use sample statistical functions,
 create text, numbers and date series,
 save and edit worksheet,
 format worksheet,
 work with graphic objects, and
 Create charts.
11.3 GETTING STARTED

To start Microsoft Excel, click on the Start button and place the pointer on
Programs, a sub-menu of Programs is displayed. In this menu, click on the
Microsoft Office and then Microsoft Excel 2010.
A new blank workbook is shown each time you start Microsoft Excel. The
screen is illustrated in Figure 11.1. Workbook is a collection of individual
worksheets, each of which can hold data. All actions and operations of Excel
take place in the worksheet. Excel has 65536 rows and 256 columns in its
worksheets.
Each worksheet is made up of cells, and cells are a result of intersection of

rows and columns. They are the basic units for storing data. Each cell gets
its name from this intersection. The address of a cell that is in column A and
has its row number as 3 is referred to as cell A3. A group of contiguous
cells is called a range. An example of a cell range would be D1:D3.
Fig. 11.1: New Blank Workbook
The following basic window appears when you start the excel application. Let
us now describe important parts of this window.
146
Introduction to Microsoft Excel
Fig. 11.2: Excel Window description
Title bar
This lies in the middle and at the top of the window. Title bar shows the
program and the sheet titles.
Quick Access Toolbar
The Quick Access Toolbar is located in the upper left corner. You can
customize the quick access toolbar that contains functions that you may want
to easily use.
File tab
Using File tab, you can open or save files, create new sheets, print a sheet,
and do other file-related operations.
Ribbon
The ribbon provides you all the features of MS Excel. It contains main tabs
and its subsequent features. Each tab of Ribbon is divided into Groups such
as Home tab contains Clipboard, Font, Alignment, Number and Styles, etc.
and each group has also a triangular icon in the lower right hand corner. Clicking
this will bring up an additional menu window.
Help
The Help icon can be used to get Excel related help anytime you like. This
provides information on various subjects related to excel.
Zoom Control
The zoom control consists of a slider that you can slide left or right to zoom
in or out. The + buttons can be clicked to increase the zoom factor.
147
Understanding Computer View Buttons
Applications
The group of three buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch among Excel’s various sheet views.
 Normal Layout view: This displays the page in normal view.
 Page Layout view: This displays pages exactly as they will appear when
printed. This gives a full screen look of the document.
· Page Break view: This shows a preview of where pages will break
when printed.
Sheet Area
Sheet Area is the area where you enter data in the worksheet. The flashing
vertical bar is called the insertion point and it represents the location where
text will appear when you type.
Formula bar
Formula bar is area where you can enter the formula.
Rows
Rows are numbered from 1 (one) onwards and keeps on increasing as you
keep entering data. Maximum limit is 1,048,576 rows.
Columns
Columns are numbered from A onwards and keeps on increasing as you keep
entering data. After Z, it will start the series of AA, AB and so on. Maximum
limit is 16,384 columns.
Status bar
It displays the sheet information as well as the insertion point location. From
left to right, this bar can contain the total number of pages and words in the
file etc.
11.4 NAVIGATING WORKSHEETS

A1 is always the active cell in a new worksheet by default, but if you want
to move on to another cell for data entry, then you can make that cell active
by moving the mouse pointer on it and clicking on it.
You can move around in a worksheet with the aid of a mouse or the keyboard,
or by using the menu bars.
You can use the arrow keys, Page Up, Page Down and a host of other keys
in combination to move around in the worksheet.
To move in the worksheet using the Mouse:
Select the cell you want to activate. Place the mouse pointer on it. Click to
activate it.
There are following three important points, which would help you while typing:
 Press Tab to go to next column.
148
 Press Enter to go to next row. Introduction to Microsoft Excel
 Press Alt + Enter to enter a new line in the same column.
11.5 CREATING WORKBOOK

In this section, you will learn how to create new workbook and save workbook.
11.5.1 Creating Workbook

When you will open Excel for the first time, the program should open a blank
screen (see Figure-11.1). If you want to create a new workbook besides the
one you already have opened, click on the File tab, click on ‘New’ in the
left column and click on ‘Create’ button.
By default Excel 2010 opens 3 sheets in workbook. If you want to insert
a new worksheet in already open workbook, you can do the following steps:
 You can click the Insert New Worksheet button to the right of the last
worksheet tab or press shift+F11 key OR
 If you would prefer to add a new worksheet through the navigational
ribbon at the top of the Excel window, click the Home tab at the top
of the window,
 Then click the Insert button in the Cells section of the ribbon, and then
click the Insert Sheet option.
11.5.2 Saving Workbook

Whenever workbooks are created, they are named, by default as Workbook
1, Workbook 2, and so on. Saving the worksheets of these workbooks makes
them permanent. Saving procedure is the same as MS Word which you have
already studied. To save the work on your worksheets, you should follow
the steps:
 Select the Save option from the file menu to save it on the disk.
 You can also click on the Save button on the Quick Access toolbar.
 Specify the name and location at which the workbook should be placed
in your disk.
11.6 ENTERING DATA

This section shows how to enter values in an Excel sheet. A new sheet
is displayed by default when you open an Excel sheet as shown in the figure
11.1.
Sheet area is the place where you type your text. The flashing vertical bar
is called the insertion point and it represents the location where text will appear
when you type. When you click on a cell in the sheet area then that cell
is highlighted. When you double click the cell, the flashing vertical bar appears
and you can start entering your data.
Each cell can contain its own text, formatting, comments, formulas, and
functions.
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Understanding Computer 11.6.1 Entering Text
Applications
Text entries can be numbers, letters and dates. Numbers can also be treated
as text, especially in cases where calculations are not required. For example,
telephone numbers, record numbers, zip codes, roll numbers, and so on.
Excel application studies the entered data to determine the type. If you type
an address which is alpha-numeric in nature, it is automatically taken as a
text entry; for example, A Block, Neb Sarai, IGNOU Road, Delhi
Numeric entries that are to be treated as text should be preceded with an
apostrophe; for example, ‘64. It is then considered as text entry.
11.6.2 Entering Numbers

Numeric entries are constants and can be integers, decimal fractions, integer
fractions and scientific notations. If #### symbol occurs when you make a
numeric entry, it implies that the number is very long and the column width
not wide enough to accommodate it.
11.6.3 Entering Date and Time

Date and time entries can also be made in Excel worksheets. Excel allows
calculation on dates because it converts the entry to a serial date number;
for example, you can find out the age of a person by reducing the current
date from her/his date of birth. Excel recognizes date and time only when
they are specified in the right formats. The valid formats for the date and time
are:
Some Valid Date Format
6/10/, 6-OCT-, 6-OCT, OCT-6
Some Valid Time Format
11:30, 11:30:20, 2:30 AM
11.6.4 Entering Formulas

Excel uses formulas for calculations. Formulas can be simple as well as complex
in nature. Using a formula, expressions can be calculated by typing the formula
in the appropriate cell; for example, = B4+C5 is a formula that adds the cell
content of cell B4 to the cell contents of Cell C5. The formula specified must
be preceded by an equal to (=) sign.
For Example -
= 35 * 44
= 23 ^ 2
= C5 – C3
= C1 + C2 + C3 + C4 + C5
= S3 – D6 * 44/3
For example, = SUM(cell 1, cell 2...) is a formula that can add the values
in multiple cells. This formula uses an inbuilt function SUM of Excel.
Formulas can also contain named cells or cell ranges. Excel formula
functionalities lie in the fact that it can relate the formula to the cells referred
150
in it and, if the contents of these cells change, a new result is calculated Introduction to Microsoft Excel
with the aid of the automatic re-calculation nature. The formula entered in an
active cell is also displayed in the formula bar as you enter it. To display
the result of the calculated expression in the active cell, press the Enter key.
It is to observe that the cell displays the result, and the formula bar displays
the formula or expression.
11.7 EXCEL FUNCTIONS

Functions can be used to calculate formulas and expressions in Excel. Functions
are predefined formulas that perform calculations by using specified values called
arguments in a particular order, called the syntax; For example, the SUM
function adds the values or ranges of cell.
The basic syntax to create a formula with a function is to insert an equals
sign (=), function name and argument. Arguments contain the information you
want the formula to calculate, such as a range of cell references.
For example,
It may be noted that A3:A8 is cell range. This formula will add the contents
of all the cells in the range A3 till A8 that is (A3+A4+A5+A6+A7+A8)
To enter a formula that contains a function, follow the steps:
 Select the cell where the answer will appear (A4, for example).
Fig. 11.3: Excel Function 1

Type the equals sign (=), then enter the function name (SUM, for example)
as illustrated in Figure 3.
 Enter the cells for the argument inside the parentheses.
Fig.11.4: Excel Function 2

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Understanding Computer  Press Enter and the result will appear.
Applications
11.8 SELECTING CELL RANGES

Cell ranges are required to be selected for calculation, and clicking on each
one of them becomes a very tedious task. Cells can be selected using
keyboard, mouse.
To select a cell range for an instance, you can do the following:
Using the Keyboard
 Move the cell pointer at the corner of the cell range which you want
to select.
 Click on the starting cell of the range.
 Press and hold down the Shift key and then press the arrow keys to
select the range.
Using the Mouse
 Click on a corner of the range you want to select.
 Drag the mouse over the range.
 When you reach the end of the range, release the mouse button
(Figure 11.5 shown a selected range).
Fig. 11.5: selecting cell ranges
11.9 CREATING TEXT, NUMBER AND DATA

SERIES
You may sometimes find yourself in a situation where you need to key in a
series of text, dates, time or numbers. A time series, for example, can include
increments of days, weeks or months. It can include repeating sequences such
as weekdays, month names or quarters. In such cases, specifying the initial
time selections and the last value of the series would result in the entire series
being generated automatically by Excel.
Text, date, time and other series can be generated by using the Auto Fill feature.
Auto Fill handle is a small square that appears in the bottom-right corner
when you select a cell or range.
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11.9.1 Creating Series Introduction to Microsoft Excel
You can create text, number and data series by using Fill option or Auto Fill
handle.
Creating Text Series
To fill a range of cells with text entries, such as days, months, and so on,
or fill a range of cells with text using the AutoFill feature, follow the steps:
 Enter the first value in the cell which would be at the beginning of the
series, and select the cell.
 Drag the AutoFill handle across the cell that you want to fill.
(see Figure 11.6)
 Release the mouse button.
Auto Fill handle
Fig. 11.6: Auto Fill handle
Creating Number Series

For Creating Number Series, follows the following steps:
 Enter the first value in the cell (e.g. enter value 1 in G1 cell)
 Select the Fill option from the Editing group of Home tab.
 Select the Series option from the Fill sub-menu.
 Indicate whether you want to fill your series in rows or columns as
illustrated in Figure 11.7. Here, column is selected.
 Specify the type of series you want you create – Linear, Growth, Date
or Auto Fill. In Figure 11.7 linear series is selected.
 You can now specify the step and the stop values. (In figure 11.7, step
as 1 and stop value is 8 has been input.)
You can see the column wise linear series from 1 to 8 as shown in
figure 11.7.
153
Applications
Fig. 11.7: Creating Series using Fill option
11.9.2 Using the Auto Fill Feature

 Enter the number 2 or any date in the first cell and the number 4 or
any other date in the second cell.
 Select both the cells.
 Drag the Auto Fill handle over the range of cells you want to fill.
 Release the mouse button.
Fig. 11.8: Creating Series using Auto Fill option
 You see the result as shown in figure 11.8.
11.10 EDITING WORKSHEET DATA

The data that exists in cells may require some editing, such as moving data
from one location to the other, clearing cell contents, and so on. You can
edit the contents of the cell by using the formula bar or the In-Cell editing
option as described below:
Formula bar Method
 Select the cell you want to edit.
 Click on the formula bar or press the F2 function key.
The content of the cell gets displayed in the formula bar which can be edited
154 accordingly.
In-Cell Editing Introduction to Microsoft Excel
To edit the contents of a cell:

 Double-click on the cell.
The insertion point appears at the end of the cell which can be moved to
the required position for editing.
11.10.1 Clearing a Cell

To clear a cell is to erase the cell content but it is not similar to deleting
a cell. Deleting a cell or cells causes the other cells on the right or bottom
to shift positions. Clearing cells, on the other hand, does not cause the other
cells to shift. There are different ways of clearing cell contents.
To clear a cell using shortcut menu:
 Highlight the cell or range of cells to be cleared.
 Right click on the highlighted cell(s)
 Select the Clear Contents or Delete from the shortcut menu.
11.10.2 Copying Data

To create multiple copies of worksheet data, you use the Copy and Paste
feature of Excel. This makes it easier to copy the contents of the cells than
typing the data all over again.
Using the menu bar, you need to:
 Select the cell or range of cells having the cell contents that are to be
copied.
 Select the Copy option from the Home tab under Clipboard group.
 Select the cells in which you want to paste the copied data.
 Select the Paste option from the Home tab or press Ctrl + V. The data
gets copied from source cell to the cells you have selected for pasting.
11.10.3 Cut and Paste

When you select the Cut command to move the data, a copy of the data
is stored in the window Clipboard. Later when you use the Paste option, the
data is placed in another area of the worksheet.
11.10.4 Inserting and Deleting Rows, Column and Cell

Ranges
You can insert rows, columns and cell ranges, if required. Insertion of rows,
columns, and cell ranges always cause the data already in the worksheet to
shift position to accommodate the inserted object. The method for deleting/
inserting rows/columns is similar to deletion/insertion of cell except that new
cell is to be selected.
To insert a column use the following steps:
 Position the cell pointer on the column where you want the new column
should be inserted. 155
Understanding Computer  Select the Insert option from the Cells section of Home tab.
Applications
 From the resultant list, select Insert sheet columns.
Excel inserts a new column and the existing columns shift to the right.
To insert a row use the following step:
 Select a cell in the row below the location where the new row should
appear.
 Select the Insert option from the Cells section of Home tab.
 From the resultant list, select Insert sheet Rows.
Delete Cells/ Rows/ Columns/ Sheet
You can delete Cells/ Rows/ Columns/ Sheet from the Delete option under
the Cells section of Home tab.
Naming the Sheets
Excel has its worksheets named as sheet1, sheet 2, sheet 3, and so on. Sheets
can be given other names which may prove to be more convenient for task
identifications;
To name a sheet, follow the steps:
 Double-click the sheet tab to which you want to change and give a new
name.
Or
 You could go to the sheet tab and right click.
 Select Rename from the shortcut menu. Give a new name.
11.11 WORKSHEETS FORMATTING

Excel like other windows based programs is a graphically rich Spreadsheet
program, so it has a great potential of enhancing its worksheet appearance.
Data arrangement and presentation is conveniently accomplished by its simple
formatting tools. Formatting plays an important part during report generation.
11.11.1 Numeric Formatting
Appearance of numeric entries can be changed by using the numeric format
functionality offered by Excel. Excel offers various formatting styles but you
can also specify your own formatting styles.
You can format numeric entries by using the shortcut menu. To do so, follow
the steps listed herewith:
 Select the cells containing the data.
 Click on the right mouse button.
 Select the Format Cells option from the shortcut menu.
 The format cells dialog box gets invoked as shown in Figure 11.9.
 Select the category from the Number tab (Figure 11.9) you want to apply.
156
 You can select Number, Date, Time, Fraction, Special or Custom category. Introduction to Microsoft Excel
A sample format is shown in the sample area, as per you selection.
 If you select Number, Currency, Accounting, Percentage or Scientific
categories, then an option for setting the decimal places is displayed.
 General and text entries do not offer any options.
 Select the number format you want. When you make a choice, then
a sample of the choice that you have made is shown in the sample area.
 Select the OK option to allow Excel to apply the numeric format.
Fig. 11.9: Numeric formatting option
11.11.2 Custom Formats

There are times when you require special kind of formatting that Excel is
incapable of providing from its built-in number formatting styles, for example,
having an international currency symbol or displaying the numbers in thousands
without changing the actual cell values. For such special tasks, a custom number
format is required.
To create a custom number format, the steps are:
 Right click on the cells containing the data.
 Select the Number tab from the Format Cell dialog box as shown in
Figure 11.9.
 Select Custom from the Category list box.
 Select the predefined format in the Type list box.
11.11.3 Date and Time Format

Excel understands most dates and times entered in a worksheet cell and then
it displays them in their respective formats. You can change the date and time
formats to specify your own. To apply a new format, the steps are: 157
Understanding Computer  Select the cell or range containing the data you want to format.
Applications
 Select the Number tab from the Format Cell dialog box as shown in
Figure 11.9.
 Select Date option from the Category list box.
 Select the format you want to use from the Type list box.
 Select the OK button.
11.12 CHANGING COLUMN WIDTH AND ROW

HEIGHT
The data that you enter in the cells is sometimes too long for the column
width to accommodate. You can increase the column width and row height
to display the entire cell entry.
11.12.1 Changing Column Width

Column width can be changed by using the mouse or the menu commands.
To change the column width using the menu bar, the steps are:
 Select the columns you want to modify.
 Click the Format command on the Home tab. The format drop-down
menu appears.
 Select Column Width.
 The Column Width dialog box appears. Enter a specific measurement.
Fig.11.10: changing column width
 Click OK. The width of each selected column will be changed in your
worksheet.
To change the column width using the mouse:
 Position the mouse pointer on the right border of the heading of the column
that has the width to be changed.
 Press the mouse button and drag it to the right to increase the column
width or towards the left to decrease the width.
 Once the right width has been selected, release the mouse button.
11.12.2 Changing Row Height

To change the row height by using the menu bar, the steps are:
158  Select the rows you want to modify.
 Click the Format command on the Home tab. The format drop-down menu Introduction to Microsoft Excel
appears.
 Select Row Height.
 The Row Height dialog box appears. Enter a specific measurement.
Fig. 11.11: Changing Row Height
 Click OK. The selected rows heights will be changed in your Spreadsheet.
11.13 AUTOFORMATS
Various pre-designed formatting templates called Auto Formats are present in
Excel. These designs include specific selections from Excel’s borders, fonts,
patterns and alignment, numeric formatting options as well as adjustment in
column width and row height.
The Auto Format command is not on the Ribbon of Microsoft Excel 2010.
You can add the Auto Format feature into Quick Access Toolbar (QAT).
Adding command to QAT is already defined in MS Word, you can follow
the same step to add Auto Format in Excel.
To apply the Auto Format to a range of cells, the steps are:
 Select a range of cells
 Select the Auto Format option from the Quick Access Toolbar.
 Select an AutoFormat style from the Table Formatting list.
 Select the OK option.
The AutoFormat dialog box is displayed as shown in Figure 11.12.
Fig. 11.12: AutoFormat dialog box

159
Applications 11.14 ALIGNING DATA
Excel allows manipulation with alignment. It can align data within a cell
horizontally or vertically. Alignment is the positioning of the characters text and
numbers within a cell. By default, the text is left-aligned and the numbers are
right-aligned.
11.14.1 Changing Horizontal Text Alignment

 Select the cells you want to modify.
 Select one of the three horizontal Alignment commands on the Home tab.
 Align Text Left: Aligns text to the left of the cell
 Center: Aligns text to the center of the cell
 Align Text Right: Aligns text to the right of the cell
11.14.2 Changing Vertical Text Alignment

 Select the cells you want to modify.
 Select one of the three vertical Alignment commands on the Home tab.
 Top Align: Aligns text to the top of the cell
 Middle Align: Aligns text to the middle of the cell
 Bottom Align: Aligns text to the bottom of the cell
11.14.3 Orienting Text

In the alignment section, you can specify the manner in which you want your
text to be oriented. Use the Orientation button on the Home tab to rotate
data in cells. You can rotate data clockwise, counter clockwise, or vertically.
Use alignment tab in the Format Cells dialog box to set a more precise
orientation by specifying the number of degrees to rotate the text.
11.14.4 Controlling Text within a Cell

There are a number of options available through the alignment tab to change
the appearance of the text within a cell. These options are:
Wrap Text
This option breaks a long line of text into multiple lines to fit within a cell.
Shrink to fit
This option changes the font size instead of the row height, shrinking the text
to fit in the cell.
Merge Cells
It allows you to merge several cells together to act as one without changing
the row height or column width.
You can use the alignment tab of Format Cells for controlling text within a
cell.
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11.14.5 Applying Borders Introduction to Microsoft Excel
Borders help to demarcate one cell range from another. It acts as a separator.
It also improves the appearance of the printed reports.
To apply borders, the steps are:
 First select the cells you want to format
 Click the Borders button in the Font group on the Home tab.
11.15 WORKING WITH GRAPHIC OBJECTS

Graphic objects can enhance the appearance of your worksheets by providing
a whole range of drawing options. You can create circles, squares and rectangles
and include them in your worksheets. Using Insert tab on ribbon, you can
add Pictures, Clip Art, Shapes, Smart Art and Screen shot to a worksheet.
Using Shapes feature, you can define different shapes, such as arrows, stars,
connectors, banners, flowchart symbols and call out. All these objects can be
moved, resized and formatted.
11.15.1 Adding Graphic Objects to a Worksheet

To add a graphics to your worksheets, the steps are:
 Activate the sheet on which you want to display the graphic object.
 Click on Insert tab (see figure: 11.13)
Fig.11.13: Insert tab
 Under illustration group of command, select any one of the Picture, Clip
Art, Shapes, Smart Art and Screen shot to add object into your worksheet.
 Now, click on the sub options of selected category.
 To add a label in an object, enter the text while the object is selected.
 You can change the properties of the shapes, make selections from Fill
Color, Line Color, Font Color and Line Style lists using ‘Format Shape’
dailog box. This dailog box can be obtained by right clicking on the slected
shape and selecting option ’Format Shape’.
 Click elsewhere on the sheet to deselect the object or press escape.
11.15.2 Selecting, Resizing Objects
You can select, move and resize the objects in your worksheets. The following
subsection briefly describes how you can select and resizing objects.
Selecting an Object
Select the object by placing the mouse pointer on the object and then clicking
the mouse button. The mouse pointer becomes an arrow when positioned
properly on the border of the object. This indicates that the object has been
correctly selected and then the handles appear. 161
Understanding Computer Resizing Objects
Applications
Select the object you want to resize. The handles that appear around the object
help you to resize it. Once the mouse pointer is positioned on one of the
handles, it changes into a double headed arrow. You can press the left mouse
button and drag the handle till the required size of the object is marked and
then release the mouse button.
Formatting Objects
You can add color, patterns, and borders to drawn objects in your worksheets.
You can use the buttons available on the Drawing Tools to format objects.
Drawing tools comes after the selection of objects.
11.15.3 Creating a Text Box

Text boxes can be introduced in your worksheets for adding paragraphs of
text.
To create a text box, follow the steps listed herewith:
 Select the Text box button from the Text group of Insert tab.
 Position the mouse pointer on the worksheet. The mouse pointer will
change into a small cross.
 Click on the left button, and drag the pointer in the area where you want
your text to appear.
 Release the button and, at the insertion point that appears in the text
box, start entering your text. The text wraps according to the size of
the box.
11.15 CHARTS
A chart is a tool you can use in Excel to communicate data graphically. Charts
are introduced in worksheets to make analysis tasks easier. Charts are an
effective way of representing value through the visual presentation aid. They
not only enhance the look of the worksheet but also allow a user to gather
a lot of information in much lesser time.
Growth rate analysis or monthly sales reports which would be a very tedious
job can be made quite interesting and time conserving if depicted through charts.
To create a chart, you must select a range of cells containing both labels and
numeric values. Then you can use the Charts options on the Charts section
of Insert tab. Charts are created as chart sheets in a workbook by default,
or can be embedded in a worksheet.
You can create a chart by using the following steps listed herewith:
 Select the cells you want to create chart, including the column titles and
row labels. These cells will be the source data for the chart.
 Click the Insert tab. (see Figure 11.13)
 In the Charts group, select the desired chart category (Column, for
example)
 Select the desired chart type from the drop-down menu (3D Column,
162 for example).
 The chart will appear in the worksheet.(see Figure:11.14) Introduction to Microsoft Excel
Fig. 11.14: Chart
11.16 LET US SUM UP

Spreadsheet is software which simulates a paper worksheet. MS Excel is a
Windows based Spreadsheet package. Movement in a worksheet is possible
by using the keyboard, mouse or the scroll bars. Data entry can be of text,
numbers, date, and time. Series of text, numbers, dates and time can be
conveniently created. Saving a workbook saves all the worksheets contained
in it. Worksheets can also be saved in different formats. Making modification
in worksheet is possible. It can be done by editing a cell or a cell range.
Copying and moving data from one place to another in a worksheet can be
done. Worksheets can be inserted and renamed, and deletion of these
worksheets is also permitted. Numeric formatting feature lets you change the
appearance of the numeric entries. You can have special formatting options
for your worksheet data by using the custom number format. You can also
set your own date and time formats. Column width can be changed by using
the Format, Column, Width options. Row height can be altered by using Format,
Row, and height option.
Alignment of data in your worksheet can be controlled. You can have horizontal
and vertical alignment. You can have text control in cells by using the options
Wrap text, Shrink to Fit, Merged cells and rotate text.
You can change the font and the font size of a text by selecting the Font
command from the Home tab. Patterns and borders are also available in Font
section.
163
Understanding Computer Graphic object scan be incorporated in worksheets to enhance its appearance.
Applications
Charts can be embedded in your worksheets by using the Chart options on
Insert tab of ribbon of Excel software.

1. What is Microsoft Excel?
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2. What is Spreadsheet?
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3. What is ribbon?
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4. How can you add a new Excel worksheet?
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5. How can you wrap the text within a cell?
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6. How can you sum up the Rows and Column number quickly in the Excel
sheet?
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7. How can you resize the column?
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8. What are charts in MS-Excel? Introduction to Microsoft Excel
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EXERCISE
1. Microsoft Excel is an electronic spreadsheet application that enables users
to store, organize, calculate and manipulate the data with formulas using
a spreadsheet system broken up by rows and columns. It also provides
the flexibility to use an external database to do analysis, make reports,
etc. thus saving lots of time.
2. Spreadsheet can be compared to a paper ledger sheet. It consists or
rows and columns and their intersection called cells.
3. Ribbon refers to the top most area of the application that contains menu
items and tool bars available in MS-Excel. Ribbon can be shown/hidden
using CTRL+F1. The ribbon runs on the top of the application and is
the replacement for the toolbars and menus. The ribbons have various
tabs on the top, and each tab has its own group of commands.
4. To add a new Excel worksheet, you should insert worksheet tab at the
bottom of the screen.
5. You must select the text you want to wrap, and then click wrap text
from the home tab and you can wrap the text within a cell.
6. By using SUM function, you can get the total sum of the rows and columns,
in an Excel worksheet.
7. To resize the column, you should change the width of one column and
then drag the boundary on the right side of the column heading till the
width you want.
8. To enable graphical representation of the data in Excel, charts are
provided. You can use any chart type, including column, bar, line, pie,
scatter, etc. by selecting an option from Insert tab’s Chart group.
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Applications UNIT 12 ADVANCED FEATURES
OF MICROSOFT EXCEL
Structure
12.1 Introduction
12.2 Objective
12.3 Formulas
12.3.1 Entering Formula
12.3.2 Edit Formula
12.3.3 Copy/Paste a Formula
12.3.4 Converting Formulas to Values
12.4 Functions
12.4.1 Entering Function
12.4.2 AutoSum Function
12.4.3 Insert Function
12.4.4 Date and Time Functions
12.5 Macros
12.5.1 Creating and Storing Macros
12.5.2 Running a Macro
12.6 Printing Worksheet Data

12.6.1 Printing an Area
12.6.2 Printing Worksheets/ Workbook
12.6.3 Orientations
12.6.4 Page Margins
12.6.5 Scaling
12.7 Creating Headers and Footers

12.8 Protecting Excel Data
12.8.1 Password to Open a File
12.8.2 Password to Modify a File
12.8.3 Protect Excel File
12.8.4 Workbook Level Protection
12.8.5 Worksheet Level Protection
12.8.6 Cell Protection
12.9 Sharing Data With Other Applications

12.9.1 Inserting Pictures into Worksheets
12.9.2 Embed an object in a Worksheet
12.9.3 Embed an Excel Object in Another Application
12.10 Working With Data Forms Using Lists

12.10.1 Adding Records with Data Forms
12.10.2 Deleting Records with Data forms
12.10.3 Finding Records with Data Form
12.10.4 Sorting Data in a List
12.10.5 Filtering Data in a List
166
12.11 Pivot Tables Advanced Features of
Microsoft Excel
12.12 Let Us Sum Up
12. INTRODUCTION
In this unit we will introduce several advanced features of Microsoft Excel.
These are related to using formulas, functions and macros, creating headers
and footers in the worksheet, protecting data within the worksheet, inserting
picture into worksheet etc. One feature which we use quite often in MS Excel
is MACRO. Macros automate frequently performed tasks by changing them
into a set of keystrokes that are stored or recorded and are assigned a control
key. Whenever the specified control key is used, the entire operation is
performed automatically. You can have macros for formatting worksheet, report
generation and so on.
12.2 OBJECTIVES
 use formula, function within the worksheet,
 edit formulas,
 define macros,
 print worksheet data,
 create headers and footers,
 protect data within workbooks, and
 Share data with other applications.
12.3 FORMULAS
In this section, we will study about how to enter formulas, edit formulas, Copy/
Paste Formulas and converting formulas to values. So let us get started.
12.3. Entering Formulas

A formula is an expression which calculates the value of a cell. Various numeric
calculations can be accomplished conveniently by the use of formulas.
Formulas can be created in following ways:
For entering a formula into a cell, the steps are:
 Select the cell in which you want to enter the formula.
 Enter the formula you want preceded by an equal to (=) sign.
When you press the Enter key, the resulting value would be displayed in the
specified cell.
167
Understanding Computer For example, cell A3 below contains a formula which adds the value of cell
Applications
A2 to the value of cell A1.
Fig. 12.1: Entering Formulas
12.3.2 Edit a Formula

When you select a cell, Excel shows the value or formula of the cell in the
formula bar.
Fig. 12.2: Edit Formula (A)
 To edit a formula, click in the formula bar and change the formula.
Fig. 12.3: Edit Formula (B)
 Press Enter key and see the result.
Fig. 12.4: Edit Formula (C)
168
Operator Precedence Advanced Features of
Microsoft Excel
Excel uses a default order in which calculations occur. If a part of the formula
is in parentheses, that part will be calculated first. It then performs multiplication
or division operations. Once this is complete, Excel will add and subtract
in the remainder of your formula. See the example below.
Fig. 12.5: Operator Precedence (A)
Excel performs multiplication (A1 * A2) first and then Excel adds the value
of cell A3 to this result.
Another example,
Fig. 12.6: Operator Precedence (B)
First, Excel calculates the part in parentheses (A2+A3) and then excel multiplies
this result by the value of cell A1.
12.3.3 Copy/Paste a Formula

When you copy a formula, Excel automatically adjusts the cell references for
each new cell the formula is copied to. To understand this, execute the following
steps.
 Enter the formula shown below into cell A4.
Fig. 12.7:Copy/Paste a Formula (A) 169

Understanding Computer  Select cell A4, right click, and then click Copy.
Applications
 Select cell B4, right click, and then click Paste under ‘Paste Options:’
Fig. 12.8: Copy/Paste a Formula (B)
 Now, you can see the result. The formula in cell B4 references the values
in column B.
Fig. 12.9: Copy/Paste a Formula (C)
12.3.4 Converting Formulas to Values

When you create a formula, you would only want to view its result and not
the formula, which is normally displayed on the formula bar. In such a
situation, you can convert the formula to its actual value.
To convert a single formula to a value, the steps are:
 Select the cell that contains the formula.
 Double-click on the cell or press the F2 function key.
 Press the F9 function key.
Excel now shows only the result and not the formula.
12.4 FUNCTION
Functions are predefined formulas and are already available in Excel. Excel
170 functions help in performing simple to complex arithmetic calculations.
There are number of built-in functions or predefined formulas that enable you Advanced Features of
to create formulas for a wide range of application including business, scientific Microsoft Excel
and engineering applications.
In this section, you will learn basics of inserting common functions into your
worksheet by using AutoSum and Insert Functions commands. You will also
become familiar with how to search and find various functions, including
exploring Excel’s Functions Library.
12.4.1 Entering Function

To enter a function in the active cell, type the equal to (=) sign, followed
by an open parentheses. You can then specify the cell range you want the
function to use and complete the function with closed parentheses.
Fig. 12.10: Entering Function
For example, cell A3 below contains the SUM function which calculates
the sum of the range A1:A2.
12.4.2 AutoSum Function

You can use the AutoSum function for quick calculations that involves addition
of numbers. The AutoSum functions allows you to automatically return the
results for a range of cells for common functions like SUM, AVERAGE,
COUNT NUMBERS, MAX, and MIN.This button is located on editing group
of Home tab or under the Formulas tab.
To use AutoSum feature of Excel, follow these steps:
 Select a cell adjacent to the range you want to sum.
 Click on the AutoSum button and select Sum from drop down menu.
171
Fig. 12.11: AutoSum Function
Understanding Computer Excel automatically inserts the SUM function and selects the cells in the
Applications
column above the selected cell.
12.4.3 Insert Functions

Every function has a structure - for example, in SUM (A1:A3) function the
name of this function is SUM. The part between the brackets (called arguments)
means we give the range A1:A3 as input. This function adds the values in
cells A1, A2 and A3. It is not easy to remember which function and which
arguments to use for each task. For this purpose, Excel provides a feature
named Insert Function which helps you. This feature is located under the
Formulas tab.
To insert a function, execute the following steps.
Fig. 12.12: Insert Functions
 Select a cell.
 Click the Insert Function button.
 The ‘Insert Function’ dialog box appears.
 Search for a function or select a function from a category. For example,
choose AVERAGE from the Statistical category.
Fig. 12.13: Insert Functions dialog box

172
 Click OK. Advanced Features of
Microsoft Excel
 The ‘Function Arguments’ dialog box appears.
 If you look in the Number1 box, you will see Excel has guessed which
cells we want to use for our Average function - A1:A3. It even provides
the answer to the Function - value 4.
 Click OK to insert the function.
Fig. 12.14: Function Arguments dialog box
 See the result
Fig. 12.15: Result
12.4.4 Date and Time Functions

For entering a date in Excel, use the “/” or “-” characters and for time,
use the “:” (colon). You can also enter a date and a time in one cell.
Fig. 12.16: Entering Date and Time Function
Note: Dates are written in US Format like Month first, Day second. This
type of format depends on your windows regional settings 173
Understanding Computer Excel has several date functions. Some of these are YEAR, DATE,
Applications
NOW, TODAY functions.
YEAR Function
To get the year of a date, use the YEAR function.
Syntax: =YEAR (serial_number)
Consider the Following example,
 Type date in A1 cell.
 Move pointer to A2 cell
 Click on Formulas tab
 Select year function under Date & Time Function.
 The ‘Function Arguments’ dialog box appears as shown in Fig. 12.17.
Fig. 12.17: Function Arguments
 Select A1 Cell and press OK button.

 Result is displayed in A2 cell.
Fig. 12.18: Year Function
DATE Function
To add a number of days to a date, use the following simple formula.
174
Microsoft Excel
Fig. 12.19: DATE Function
Current Date
To get the current date, use the TODAY function from Date & Time
function under Formulas tab.
Fig. 12.20: Current Date
Current Date & Time

To get the current date and time, use the NOW function from Date
& Time function under Formulas tab.
Fig. 12.21: Current Date & Time
In similar manner, you can use many date & Time functions.
12.5 MACRO
Macros automate frequently performed tasks by changing them into a set of
key strokes that are stored or recorded and are assigned a control key.
Whenever the specified control key is used, the entire operation is performed
automatically. You can have macros for formatting worksheets, report generations
and so on. This feature is time saving, flexible and very powerful.
12.5.1 Creating and Storing Macros

For creating Macro, do the following:
175
Understanding Computer  Choose View Tab » Macro drop down.
Applications
 Click on Record Macro as below.
Fig. 12.22: Creating Macros (A)
 You can name your macro in the Record macro dialog box. The name
that you specify should not contain spaces or other punctuation marks,
but it can contain underscores.
 You can assign a shortcut key for the macro that you want to record
and press OK button.
 Now Macro recording will start.
 Do the steps of action, which you want to perform repeatedly. Macro
will record those steps.
 You can stop the macro recording once done with all steps.
Fig. 12.23: Creating acros (B)
12.5.2 Running a Macro

You can select the Run option from the dialog box or use the shortcut key
that you have assigned to your macro. The entire operation would be created
again for you.
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Microsoft Excel
Fig. 12.24: Running a Macro
12.6 PRINTING WORKSHEET DATA

Excel offers you various printing options for your worksheets. It enables you
to have a preview of worksheet data using Print Preview option. You can
set margins, fonts, headers and footers to enhance your worksheets.
Quick Print
If you want to print a copy of a worksheet with no layout adjustment, use
the Quick Print option. There are two ways in which we can use this option.
 Choose File » Print (which displays the Print pane), and then click
the Print button.
 Press Ctrl+P and then click the Print button (or press Enter).
Fig. 12.25: Quick Print
12.6.1 Printing an Area

By default, Excel prints the current worksheet when the Print command is
selected from the File menu. However, if you require a particular area of the
worksheet to be printed, then you are offered this facility also.
177
Understanding Computer To do so, you can follow these steps:
Applications
 Select the range that you want to print.
 Select the Print option from the File menu.
 Select name of Printer
 Next, under Settings, select Print Selection.
 click the big Print button
Fig. 12.26: Print Selection
12.6.2 Printing Worksheet/ Workbook

Sometimes you may want to print the entire active Worksheet/ Workbook
rather than the part of worksheet.
For this, do the following steps:
 Choose File » Print and select printer name
 under Settings section, select Print Active Sheets/ Entire Workbook
 Click the big Print button for printing active worksheet/ workbook.
Fig. 12.27 : Orientation

178
12.6.3 Orientation Advanced Features of
Microsoft Excel
For printing your excel data, you can switch between Portrait Orientation
(more rows but fewer columns) and Landscape Orientation (more columns
but fewer rows).
12.6.4 Page Margins

To adjust the page margins, do the following steps.
 Select one of the predefined margins (Normal, Wide or Narrow) or
Custom Margins from the Margins drop-down list.
 Or click the ‘Page Setup’ option at the bottom right of the window.
Now you can manually change the page margins.
Fig. 12.28: Page Margin options
12.6.5 Scaling
If you want to fit more data on one page, you can fit the sheet on one
page.
To achieve this, do the following steps. 179
Understanding Computer  Select ‘Fit Sheet on One Page’ from the Scaling drop-down list.
Applications
Fig. 12.29: Scaling option
You can also find some more options such as ‘Fit All Columns on One Page’
or ‘Fit All Rows in One Page’ under the scaling drop down menu.
12.7 CREATING HEADERS AND FOOTERS

A header is the information that appears at the top of each printed page and
footer is the information that appears at the bottom of each printed page. By
default, new workbooks do not have headers or footers. Headers are
commonly used for report titles, chapter names, company names, and so on.
Footers are mainly used for specifying page numbers, or total Page Layout
number of pages.
You can format headers and footers by selecting the Header/Footer tab
available on the Page Setup dialog box which comes under the Page
Layout tab ribbon. There are a variety of pre-defined headers and footers
from which you can select or define your own headers and footers.
For creating headers and footers, execute the following steps:
 Click on Page Layout tab.
 Choose Page Setup dialog box » Header/Footer tab.
 Choose pre-defined header/footer or custom header/footer.
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Microsoft Excel
Fig. 12.30: Page Setup dialog box
Following number of different options for Header and Footer are also available
on Page Setup dialog box:
 Different Odd & Even Pages –It is used to specify a different header
or footer for odd and even pages.
 Different First Page –It is used to specify a different header or footer
for the first printed page.
 Scale with Document – this option is enabled, by default. If checked,
the font size in the header and footer will be sized. Accordingly if the
document is scaled when printed.
 Align with Page Margins – this option is enabled, by default. If checked,
the left header and footer will be aligned with the left margin, and the
right header and footer will be aligned with the right margin.
12.8 PROTECTING DATA WITHIN

WORKBOOKS
Protection against loss or corruption of worksheet data has always been
a matter of great concern. This important issue has been dealt by Excel. There
are several levels of protection that can be applied to a workbook. 181
Understanding Computer 12.8.1 Password to Open a File
Applications
The top-most level of protection is set at the file level. To implement security
at the file level, the steps are:
 Open a workbook.
 On the File tab, click Save As.
Fig. 12.31: Save as with Tools option
 Click on the Tools button and click General Options.

 In the Password to open box, enter a password and click OK
Fig. 12.32: General Options dialog box
 Reenter the password and click OK.

 Enter a file name and click Save.
Note: Be careful while using this feature as it encrypts your Excel file.
182 If you lose or forget the password, it cannot be recovered.
12.8.2 Password to Modify a File Advanced Features of
Microsoft Excel
The password that is set is to open or access the workbook. This password
is used on workbooks that contain vital information that needs to be kept
confidential and protected from getting corrupted. This option only allows a
user to open the file. To save modifications to a file, you can set a password
that a user can enter to save the changes.
Entering a password in the password to modify text box in the Save Options
dialog box permits a user to open a workbook in the read-only mode. The
user can view and manipulate data but cannot save the changes made to the
workbook without the knowledge of the password.
Setting the Read-Only Option
The Save Options dialog box contains a read-only recommendation option
which you can activate so as to make your workbooks read-only.
12.8.3 Protect an Excel file

To prevent others from accessing data in your Excel files, protect your Excel
file with a password. It covers file-level protection only and not workbook
or worksheet protection.
Following way, you can achieve this:
 Select File and then Info.
 Select the Protect Workbook box and choose Encrypt with
Password.
Fig. 12.33: Protect Workbook box
 Enter a password in the Password box, and then select OK.
183
Applications
Fig. 12.34: Encrypt Document box
 Confirm the password in the Reenter Password box, and then select OK.
12.8.4 Workbook Level Protection

A user can be restricted to use or change the workbook data even when
the user has the access to it.
To implement security at the workbook level, the steps are:
 Select Review tab on the Ribbon.
 Select the Protect Workbook command button from the “Changes” group.
 The Protect Workbook dialog box gets invoked as shown in
Figure 12.35.
Fig. 12.35: Protect Workbook dialog box
The Protect Workbook dialog box enlists certain options. These are:
 Structure - prevents changes made to worksheet structure. Deleting,
inserting, renaming, copying, moving, hiding or un-hiding sheet is prevented.
 Windows – checks changes made to workbook windows. Windows
control button is hidden and its window functions are deactivated.
 Password (optional) – is for optional passwords which can be upto
255 characters including special characters and is case-sensitive.
184
12.8.5 Worksheet Level Protection Advanced Features of
Microsoft Excel
You may want to prevent users from changing the contents of a particular
worksheet, which is to say, you may want a user to make changes to one
worksheet but not to the others.
You can follow these steps to do so:
 Select Review tab on the Ribbon.
 Select the Protect Sheet command button from the “Changes” group.
· Fig. 12.36: Protect Sheet
The Protect Sheet dialog box gets invoked as shown in figure 12.36.
 In the Allow all users of this worksheet to list, select the elements you
want people to be able to change.
 The Select Locked Cells and Select Unlocked Cells check boxes are
selected by default, but you can deselect either or both of these options
if you prefer.
 You can also assign a password in the Password to Unprotect Sheet
text box. Click ok. Reenter the password in the Confirm Password dialog
box and click OK.
Note: To remove worksheet protection, click the Unprotect Sheet button
in the Changes group on the Review tab. You will be prompted to
type the password if you previously set one.
It is critical that you remember your password. If you forget your
password, Microsoft cannot retrieve it.
12.8.6 Cell Protection

Cell protection is sometimes required to keep data in cells secure even
when the entire worksheet in which it resides has been worked on by other
users.
You can protect the cells by following the steps:
185
Understanding Computer  Select the cells containing the data.
Applications
 Click on the right mouse button.
 The format cells dialog box gets invoked as shown in fig 37.
 Select the Protection tab.
 There are two options available in the Protection tab. These are:
Locked – this option does not allow the cells to be changed once the sheet
is protected.
Hidden – this option hides the formulas once the sheet is protected.
(Please read the message below these check boxes).
Fig. 12.37: format cells dialog box
12.9 SHARING DATA WITH OTHER

APPLICATIONS
Excel allows you to link worksheets to a non-Excel document. You can use
Object Linking and Embedding (OLE) to include content from other programs,
such as Word. OLE is supported by many different programs, and OLE is
used to make content that is created in one program available in another
program. For example, you can insert an Office Word document in an Excel
workbook.
Using OLE, you can embed or link documents.
 You can embed a document from another application into an Excel
worksheet. The embedded application appears as an object which can
be moved and resized. Editing the contents of the object is possible
by double-clicking on it.
186
 In a link between two files, the information from the source document Advanced Features of
is inserted into the destination document. As a result of the link, whenever Microsoft Excel
there is a change in the source document, the data in the destination
document is automatically updated.
12.9.1 Inserting Pictures into Worksheets

You can insert pictures, like those created in MS word, into your worksheet
to enhance its appearance. To do so, follow these steps:
 Click on Insert menu
 Under Illustrations, Select the Clip Art option. The Microsoft Clip Gallery
dialog box gets invoked
 Click on the picture which you want to import.
 Click on the Insert button to complete the process
Fig. 12.38: Inserting Pictures into Worksheets
12.9.2 Embedding an object in a Worksheet

You can link documents by following the steps listed here:
 Click inside the cell of the excel sheet where you want to insert the object.
 On the Insert tab, in the Text group, click Object
 In the Object dialog box, click the Create from File tab.
 Click Browse, and select the file you want to insert.
 If you want to insert an icon into the excel sheet instead of show the
contents of the file, select the Display as icon check box. If you donnot
select any check boxes, Excel shows the first page of the file. In both
cases, the complete file opens with a double click.
 Click OK.
12.9.3 Embedding an Excel Object in another Application

To embed the Excel object in other applications, you can:
 Select the worksheet range or the chart that you want to embed.
 On the Home tab, in the Clipboard group, select copy.
187
Understanding Computer  Start the other application.
Applications
 Open the document in which you want to embed the Excel object.
 Select the Paste Special option from the Clipboard group.
12.10 WORKING WITH DATA FORMS USING

LISTS
A data form is a dialog box that is used to simplify the tasks of entering data,
deleting entries and finding specific cell entries. You may find that using a data
form can make data entry easier than moving from column to column when
you have more columns of data than can be viewed on the screen.
A sample list created in Excel worksheet is shown in Figure 12.39. The
columns in this list are considered as Fields and the rows are treated as
Records.
Fig. 12.39: Sample list
12.10.1 Adding Records with Data Forms

To add new records to the list, using the data forms, the steps are:
 First, select the data range
 Select the Form option from the Quick Access Toolbar.
 Form dialog box appears on the screen
 Click on the “New” button to insert new record.
Note: Process of adding any command to Quick Access Toolbar is already

discussed in previous unit or same process as MS Word.
At the left side of the form are labels of the fields in the list and the text
boxes that show the entries for the records. At the right side of the form
are buttons that help to perform specific operation in the list as shown in
Figure 12.40.
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Microsoft Excel
Fig. 12.40: Data Form
12.9.2 Deleting Records with Data Forms

Records can also be deleted from the list with the help of the data forms.
When you use the data forms to delete records, you are able to delete only
one record at a time.
To delete the records, the steps are:
 Select the Form option from the Quick Access toolbar. This opens up
the data form for the current list.
 Scroll to the record that you want to delete.
 Click on the delete button. A message box gets invoked which prompts
you to confirm the deletion.
 Confirm delection of the record from the list, or click on Cancel to cancel
the deletion.
The records below the deleted records get renumbered automatically.
12.9.3 Finding Records with Data Form

You can use the data form to find particular records in a list. You can view
only one record at a time when you use the data form. To search for records,
the steps are:
 Select the Form option from the Quick Access Toolbar. This opens the
data form for the current list.
 Click on the Criteria button.
 Select a text box and enter the criteria that you want to search.
 To find rows that match the criteria, click Find Next or Find Prev.
 To return to the data form so that you can add, change, or delete rows,
click Form OR
 Select the Close button to clear the dialog box.
189
Understanding Computer 12.9.4 Sorting Data in a List
Applications
Sorting helps to arrange the data entries in a systematic order. You can sort
a data base or a list in ascending or descending order.
To sort a list, you can do the following:
 Select data range.
Fig. 12.41: Sort dialog box
Select the sort option from the Sort & Filter group under Data tab. The
Sort dialog box gets invoked as shown in Figure 12.41.
· Select the field you want to sort from the Sort by drop-down list.
 For ascending or descending order, click on “Order” drop-down list.
 Use the Options buttons to specify the orientation i.e. top to bottom or
left to right.
 Click on the OK button to sort the list.
12.9.5 Filtering Data in a List
Filters allow you to work with selected rows of information in any list, including
a list that you have organized as the database. This implies that you can display
only those data base records that meet your criteria.
 Select the data range
 Select the Data tab and then locate the Sort & Filter group.
 Click the Filter command.
 Drop-down arrows will appear in the header of each column.
 Click the drop-down arrow for the column you want to filter.
 The Filter menu appears.
 Uncheck the boxes next to the data you do not want to view, or uncheck
the box next to Select All to quickly uncheck all.
 Check the boxes next to the data you do want to view.
 Click OK.
190
Microsoft Excel
Fig. 12.42: Filter menu
12.11 PIVOT TABLES

Pivot tables enable you to easily summarize and compare data in a list. They
are called pivot tables because you can change their layout by rearranging
or pivoting the row and column headings quickly and conveniently. You can
use pivot tables to create summaries of large amounts of data. You can
summarize and rearrange data specifically for charts with the help of pivot
tables. Whenever the pivot tables change, the chart based on those pivot tables
also change. You can also use them for in-depth data analysis or creating
reports.
For creating Pivot tables, do the following steps:
 On the Insert tab, in the Tables group, click Pivot Table.
 Create Pivot tables dialog box is invoked as shown in following
figure 12.43.
 Select table or range of data that you want to analyze
 Indicate whether you want to place the pivot table in a new worksheet
or an Existing Worksheet.
 Press Ok
This will generate the Pivot table pane as shown in Figure 12.43. You
have various options available in the Pivot table pane. You can select
fields for the pivot table.
191
Applications
Fig. 12.43: Pivot table pane
 Report Filter -you can set the field for filter, then data gets filtered as
per the field.
 Column labels -A field that has a column orientation in the pivot table.
Each item in the field occupies a column.
 Row labels -A field that has a row orientation in the pivot table. Each
item in the field occupies a row.
 Values area -Cells in a pivot table that contain the summary data. Excel
offers several ways to summarize the data (sum, average, count, and so
on).
After giving input fields to the pivot table, it generates the pivot table
with the data as shown below.
Fig. 12.44: pivot table
192
12.12 LET US SUM UP Microsoft Excel
Microsoft Excel 2010 offers excellent features to analyse manage and share
information in more ways than ever before. In this Unit, you learnt about various
advanced features of Microsoft Excel such as Pivot table, creating header &
footer, formulas, functions, macros and inserting picture into worksheet.
Excel provides several levels of protection that can be applied to a workbook.
Excel also allows you to link worksheets to a non-Excel document. This way
you can embed an Excel Object in another application. Pivot tables enable
you to easily summarize and compare data in a list.
Databases are modified and maintained by typing directly in to a worksheet.
When you require a more structured way of performing data entry, you can
use Excel’s built-in forms. A data form shows one record at a time. It can
be used to add new records and edit existing records. Sorting arranges data
in a list or database in ascending or descending order. Filtering helps you to
extract all those records that match your criteria.

1. What is the difference between formula and function?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2. What is AutoSum?
...........................................................................................................
...........................................................................................................
...........................................................................................................
...........................................................................................................
3. What is use of Macro?
...........................................................................................................
...........................................................................................................
...........................................................................................................
...........................................................................................................
4. Create a list with column headings as Names, Class, Marks,
Percentage and Grade and add some records to it. Add some more
records to it using the data forms. Sort the list on Name.
...........................................................................................................
...........................................................................................................
...........................................................................................................
........................................................................................................... 193
Understanding Computer 5. What does scaling mean in Excel?
Applications
...........................................................................................................
...........................................................................................................
...........................................................................................................
6. Create a worksheet in which column A has the label Roll-no, column
B has the label Names, Column C has the label Marks and Column D
has the label percentage.
Put in the required data for the respective columns in twenty rows for
all columns except for the roll number.
Enter the roll numbers for all twenty students in the format r1, r2, r3,….r20
byusing the Auto Fill feature.
Enter the marks of every student in the Marks column.
Calculate the percentage of each student, assuming that the marks are
given out of a total of 500.
Calculate the Grand Total, Average and rename the sheet as RESULT.
Cut and Paste the student’s name and marks in another sheet which should
be named as REPORT.
...........................................................................................................
...........................................................................................................
...........................................................................................................
7. Create a worksheet with data in four pages and send only the first two
pages for printing.
...........................................................................................................
...........................................................................................................
...........................................................................................................
8. Create your own page footers which should specify the page numbers
in the format A.1, A.2, and so on.
...........................................................................................................
...........................................................................................................
...........................................................................................................
12.14 ANSWERS TO CHECK YOUR

PROGRESS EXERCISE
1. A formula is statement written by the user to be calculated. Formulas
can be as simple or as complex as the user wants. Functions are
predefined formulas and are already available in Excel.
Examples of a formula
194 =8+3
=A3+C10 Advanced Features of
Microsoft Excel
=B7+B8-(4*2)+1
Examples of a Function
=SUM(A3:A18)
=AVERAGE(F2:F8)
2. AutoSum is a function in Microsoft Excel program that adds together a
range of cells and displays the total in the cell below the selected range.
For example, if you want to add the values of cells between A1 and
A8, highlight cells A1 through A8 and click the AutoSum button. After
clicking this button, it creates a formula =SUM (A1:A8) in cell A9 and
gives you the total of all those cells.
The AutoSum feature makes entering formulas easy without the need to
memorize the syntax for each one.
3. Macros automate frequently performed tasks by changing them into a set
of key strokes that are stored or recorded and are assigned a control
key. Whenever the specified control key is used, the entire operation is
performed automatically. You can have macros for formatting worksheets,
report generations and so on.
4. Do it yourself. This is practice exercise.
5. If your worksheet has a lot of columns, you can use the “Scale to Fit”
options to reduce the size of the worksheet to better fit the printed page.
6. Do it yourself. This is practice exercise.
7. Select the print option from the file menu. In the print dialog box, specify
pages 1 to 2 in the page range section.
8. Select the Page Setup option from the Page Layout tab. Click on the
Custom footer. Click on the Center section on the Footer dialog box.
Type A, and click on the Page number button. Click on the OK button.
195
Applications UNIT 13 COMPUTER MAINTENANCE
AND TROUBLESHOOTING
Structure
13.1 Introduction
13.2 Objectives
13.3 Computer Maintenance
13.4 Software Troubleshooting
13.5 Hardware Troubleshooting
13.6 Let Us Sum Up
13.1 INTRODUCTION
Computer maintenance refers to the physical processes of upkeep of the
peripherals. Maintenance activities like regular brushing, dusting, vacuum
cleaning etc. are the important and mostly ignored preventive measures.
Regular maintenance generally takes care of most of the problems especially
those of data loss or corruption. So it should be given due importance.
Troubleshooting is isolating the source of a problem and fixing it. In the case
of computer systems, the term troubleshoot is usually used when the problem
is suspected to be hardware related. If the problem is known to be in software,
the term debug is more commonly used. Troubleshooting covers both hardware
and software.
Hardware troubleshooting includes removing the problems when the hardware
devices as mouse, monitor, printer, modem etc. malfunction.
Software troubleshooting includes removing problems encountered while
working with Operating System. It also includes the most threatened problem
of viruses.
13.2 OBJECTIVES
 discuss the various system tools for computer maintenance, and
 Enlist troubleshooting tips for software and hardware.
13.3 COMPUTER MAINTENANCE

Computer, like any other commodity, demands proper maintenance. You must
take some desired steps, every couple of weeks, so that your computer remains
in good condition.
196
These are some of the basic things if done properly can increase the life of Computer Maintenance and
Troubleshooting
your computer and can lead to a smooth experience with your computer system.
Useful Maintenance Tips to Keep Your Windows Computer in Shape
 Keep Your Computer Dust Free
 Use a Fan to Cool Your Laptop
 Always Update Windows
 Erase Your Computer’s Temporary Files
 Uninstall Unnecessary Software
 Remove Unnecessary Startup Programs
 Run Virus Scans Regularly
Defragment& Optimize Drive
When we install any software or create a file or folder, it is stored on the

hard disk. Now it might be possible that these files are not stored in one
sequence but are broken into many segments and then stored. This is because
the file might be too big to be stored in one empty space on the hard disk.
Defragment & Optimize Drive is a tool that puts all of your files back into
place (see Figure 1). It rearranges all the files so that each file is stored
in one sequence. This results into the programs running faster.
Windows 10, automatically defragments files for you on a schedule (by default,
once a week). However, it doesn’t always run consistently.
Fig. 13.1: Defragment & Optimize Drive tool 197

Understanding Computer Disk Cleanup
Applications
Disk Cleanup is a computer maintenance utility included in Microsoft Windows
designed to free up disk space on a computer’s hard drive. The hard disk
contains many files that are unnecessary after a certain amount of time, but
they still reside on the disk. These need to be removed manually or an automatic
Disk Cleanup program can be scheduled as shown in the Figure 13.2.
Fig. 13.2: Disk Cleanup tool
Disk Cleanup will delete all of your unused and unwanted files. It will also
delete your garbage and old Internet files. The disk cleanup operation should
be performed weekly.
Windows Update
Windows update will ensure that your computer is up-to-date with new features
and the latest security. This feature needs a connection to the Internet. It
connects to the Micro softserver and downloads and installs the updates on
the system.
Windows updates are most easily installed using the Windows Update service.
While you could certainly download updates manually from Microsoft’s servers,
updating via Windows Update is considerably easier to do.
In Windows 10, downloading and installing updates is automatic and will happen
immediately after checking or, with some updates, at a time when you’re not
using your computer.
You can click on the Windows Update icon in the start menu and click on
the download up date to get the updates.
Task Manager
Sometimes there are programs that we do not want to run anymore or programs
that gethalted due to some problem. Although the best way to close a program
is to choose the ‘Close’ or ‘Exit’ command from the ‘File’ menu but there
is another way of closing it.
198
Computer Maintenance and
Troubleshooting
Fig. 13.3: Task Manager
Pressing ‘Ctrl+Alt+Delete’ keys simultaneously brings up the Task

Manager’s Applications tab. You can close the program which is not
responding by pressing ‘End Task’ button as can be seen in Figure 13.3. The
program is closed at once.
System Restore
System Restore is a system tool that is used to create a new Restore point
or to restore the system to a previous restore point. It makes a secure copy
of the system settings when it is functioning normal, which is useful in case
system malfunctions.
System Restore is like a time machine that allows you to undo system changes
that may be causing problems. Whenever we install new software, it is always
advisable to save the setting of the system so that at later stage if the system
malfunctions then that saved copy of the system, made when it was working
normally, can be restored. It helps in getting the system up and running for
use.
On Windows 10, System Restore is a feature designed to create a snapshot
of your device and save its working state as a “restore point” when system
changes are detected.
Fig. 13. 4: System Restore 199

Understanding Computer To make a restore point, choose the System Restore option from the Control
Applications
Panel->System & Security->System->System Protection->System Restore.
To restore the system to a previous restore point, follow the same steps, but
just choose restore rather than making a new restore point.
Common problems and solutions
 For Slow computer, you can use the following methods:
 Disk Cleanup
 Defragment & Optimize Drive
 Close unwanted programs
 Run Antivirus program
 Free up hard disk space
 Run fewer programs at the same time
 For Frozen screen, you can use the following methods:
 Use Task Manager to Close programs these are not responding
 System restore
 Restart your computer
13.4 SOFTWARE TROUBLESHOOTING

Software troubleshooting is the process of scanning, identifying, diagnosing and
resolving problems, errors and bugs in software.
Options to Use When a System Will Not Start
Operating System provides following options to use when a system will not
start:
 The first options to try are safe mode and related startup options, which
you can use to start the system with only the minimal necessary services.
Safe mode options, including Last Known Good Configuration, are
especially useful if a newly installed driver is causing problems while starting
the system. Safe Mode starts the operating System using basic files and
drivers only. The drivers and files used for mouse, monitor, keyboard,
mass storage, base video, and default system services are loaded only.
 If safe mode and the Recovery Console are not workable in your situation,
you can try re-running Setup from the Operating System CD-ROM. Setup
might be able to repair the system, although some settings could be lost.
Device Driver Problems
System problems can result if you add a new device and/or device driver
file that are incompatible with Operating System. They can causes problems
during startup.
Preventing problems
200
 Check the Hardware Compatibility List before installing a new device or Computer Maintenance and
device driver on their vendor website. Troubleshooting
 Read your hardware documentation for compatibility and configuration

information.
 Obtain the latest device driver file from the device manufacturer.
Recovery Methods
 Restart the computer using safe mode, Last Known Good Configuration.
 Try to obtain a functional copy of the device driver so that you can
uninstall the device and then reinstall with the new driver.
Preventing or Recovering from Damaged Important Files
If certain types of files are damaged or corrupted, system problems can result.
These types of files are:
 Device drivers
 Registry files
 System files
 Other files required for normal startup
Preventing problems
 Protect the computer against power surges and failures, which can damage
files when they are being written to the hard disk.
 Before installing or implementing unusual device configurations, drivers, or

registry settings, obtain detailed information from the device manufacturer.
 Perform regular backups, including System State backups.
Recovery methods
 Restart the computer using safe mode, Last Known Good Configuration.
 Restore the System State from a recent backup, or use the Recovery
Console to replace a damaged file with a clean copy.
Viruses
A computer virus is a type of malicious software that, when executed, replicates

itself by modifying other computer programs and inserting its own code.
A virus can be spread by opening an email attachment, clicking on an executable

file, visiting an infected website or viewing an infected website advertisement.
It can also be spread through infected removable storage devices, such USB
drives. Once a virus has infected the host, it can infect other system software
or resources, modify or disable core functions or applications, as well as copy,
delete or encrypt data.
201
Understanding Computer Malware also, is a malicious software intentionally designed to cause damage
Applications
to a computer, server, client or computer network. Malware does the
damage after it is implanted in some way into target’s computer. Some kinds
of malwar are largely referred to as worms, Trojan horses, spyware, among
other terms.
Preventing Virus Problems
 Install Anti-Virus/Malware Software.
 Run Regularly Scheduled Scans with Your Anti-Virus Software.
 Keep Your Anti-Virus Software Up to Date
 Keep Your Operating System Current
 Secure Your Network.
 Do not click on a link in an unsolicited email.
 Use Multiple Strong Passwords.
 Back Up Your Files.
Other Things to Consider
 Obtain software only from trusted sources.
 Use a safe Web browser and e-mail client.
 Scan all newly obtained disks, programs and files.
ETHICAL TIPS
There are some of the rules that everyone should abide by while using computer
and any other related device or technology.
 Should not use computer to harm any person; interfere with his work
and use other person’s computer resources without proper authorization
or compensation.
 Should not design or write a system or program without thinking about
its social consequences.
 Should always use computer in ways that ensure consideration and respect
for fellow humans.
 Should not use computer to steal information of others.
13.5 HARDWARE TROUBLESHOOTING

Hardware troubleshooting is the process of reviewing, diagnosing and identifying
operational or technical problems within a hardware device or equipment. It
aims to resolve physical and/or logical problems and issues within a computing
hardware.
No-Input Signal to a Computer
If your monitor is displaying “No Input Signal,” there is no image displayed
from your PC to your monitor. There are several possible causes for this error.
Most of the time the problems are with the cables or other attached devices.
You must determine which component is defective, ranging from the cables
that attach your monitor to your PC to the monitor itself or even your PC’s
202 video card.
For this, you can do the following: Computer Maintenance and
Troubleshooting
 Turn off your computer.
 Unplug the cable running from your monitor to your PC and plug
it back. The most common cause of this error is a loose cable.
 If the monitor is still not displaying a signal after reattaching the
cable, the problem could lie with the cable.
 Replace your monitor with another monitor if possible. If the “No
Input Signal” error still appears, the problem does not rest with the
cables or the monitor, but with your PC.
 Now check your video card. Remove the card and insert the video card
into another slot on your mother board. Close your PC case and test
the monitor again. (This step should be perfomred only if you have basic
understanding of cards & slots, else call the service engineer).
 If the “No Input Signal” error still appears. Replace your video card
completely. Your video card may suffer from internal damage that
is not allowing it to output a signal.
Troubleshooting Printers
When dealing with printing issues, the first step to verify your printer is plugged
in, powered on, and connected to your computer. These may seem obvious,
but sometimes we forget to check the simple things before checking the more
complex ones.
Here are some simple troubleshooting tips for printer.
 Without paper, your printer will not be able to print. Make sure you have
loaded paper into the printer tray. Next, verify that no paper is jammed
or partially fed into the printer.
 You’ll need enough ink (if it’s an inkjet printer) or toner (if it’s a
laser printer) before you can print.
 You may need to install, update, or reinstall the printer drivers if it isn’t
working properly.
 You can also use Printer troubleshooter tool that is built into Windows.
Troubleshooting Mouse
Following are some simple troubleshooting tips for mouse:
 Check your USB port is working. Plug the mouse into a different
USB port.
 When mouse is not working, connect the mouse with a different computer
and check it.
 If you are using a cabled mouse, you need to check the wire correctly.
 If still the mouse is not working, you may update your drivers.
 You can also use troubleshooter tool.
 Troubleshooting the mouse comes down to replacement in most case. 203
Understanding Computer Troubleshooting Keyboard
Applications
Troubleshooting keyboards is not difficult, but in most of the cases if the problem
persists, then it’s better to replace it.
 Check your USB port is working.
 If you have spilt a liquid on the keyboard, switch of the computer and
remove one key at a time and clean underneath each key.
 If the keys do not strike correctly, make sure that the keyboard is
free of dust, dirt, and foreign matter. Turn the keyboard upside down
to allow for any foreign debris, such as hair, food particles, or dust,
to fall out.
 If keyboard is not sending a signal to the computer. Check connection
first. If this seems to be okay then your keyboard may be faulty itself.
 Download and install the latest keyboard software.
 If your keyboard is a constant problem, simply replace it.
13.6 LET US SUM UP

We covered the computer maintenance issues in this Unit. The preventive
measures discussed are: Disk Defragmenter, Disk Cleanup, Windows Update,
Closing unwanted programs and System Restore. We discussed troubleshooting
in the Software as well as the Hardware context. At software level we
discussed: Options to use when a system will not start, Device driver problems,
Preventing or recovering from damaged important files and Viruses. In similar
manner, we discussed troubleshooting at the Hardware level: Monitor, Printer,
Mouse and Keyboard.

1. What is Debugging?
...........................................................................................................
...........................................................................................................
...........................................................................................................
2. What are the computer maintenance issues we should remember to prevent
problems?
...........................................................................................................
...........................................................................................................
...........................................................................................................
3. How Viruses does pose a risk to the data?
...........................................................................................................
...........................................................................................................
...........................................................................................................
204
4. How do we troubleshoot a keyboard? Computer Maintenance and
Troubleshooting
...........................................................................................................
...........................................................................................................
...........................................................................................................
5. Go to Windows Administrative tools and run Defragment & optimize drive
tool on your hard disk.
...........................................................................................................
...........................................................................................................
...........................................................................................................
6. Try to explore more about the device driver problems.
...........................................................................................................
...........................................................................................................
...........................................................................................................
7. Go to the Microsoft’s website and study in detail how to troubleshoot
various devices.
...........................................................................................................
...........................................................................................................
...........................................................................................................
13.8 ANSWERS TO CHECK YOUR

PROGRESS EXERCISE
1. Debugging is finding and removing errors (bugs) from a program.
2. The computer maintenance issues that should be remember to prevent
problems are:
 Keep Your Computer Dust Free
 Use a Fan to Cool Your Laptop
 Always Update Windows
 Erase Your Computer’s Temporary Files
 Uninstall Unnecessary Software
 Remove Unnecessary Start up Programs
 Run Virus Scans Regularly
3. Viruses may infect (copy to, and spread from), programs in disk
sectors etc. The programs waste disk space and memory, delay computer
operations and increase the likehood of system crashes. They function
erratically and over write data and cause programs to run erratically.
4. The troubleshooting issues of keyboard are as follows:
205
Understanding Computer  Keep all liquids off the desktop, so that they do not spill on the
Applications
keyboard. Keyboards in general work well. Sometimes keys and
keypad sensors will go bad. This is just normal wear and tear on
the keyboard.
 If you have spilt a liquid on the keyboard you have to remove one
key at a time and clean underneath them.
 Another common problem is keyboard isn’t sending a signal to
the computer. Check connection first. If this seems to be okay then
your keyboard may be faulty itself.
 If your keyboard is a constant problem simply replace it.
5. This is an exercise for you. Try doing it yourself.
206
Ergonomics
UNIT 14 ERGONOMICS
Structure
14.1 Introduction
14.2 Objectives
14.3 Repetitive Motion Injuries
14.4 Upper Body Risk Factors
14.5 Lower Body Risk Factors
14.6 Seating
14.7 Eyes and Vision
14.8 Helpful tips for working on computer
14.9 Let Us Sum Up
14.1 INTRODUCTION
Today, changes in technology, changes in the way we perform work and where
and how we work are change of at a rapid pace. Nowhere is the change
more evident than in the use of computers.
The new technology has brought on new demands for information as well as
new and more sophisticated computing systems. Today, almost every one of
us interacts with computers on a daily basis to create new things and ideas,
to produce documents, to correspond with friends and associates, and for many
other purposes including research. But do you know that the excess and unsafe
use of computers can have adverse effect on our health and performance?
The answer of the above question is ergonomics. Ergonomics, also known
as human factors, is the science of designing the workplace environment
to fit the user. Proper ergonomic design is necessary to prevent repetitive
strain injuries, carpal tunnel syndrome, which can develop over time and
can lead to long-term disability. Ergonomics is concerned with the ‘fit’
between people and their technological tools and environments.
Here we will examine the factors that may impact your health and
performance while using a computer. Whether you use a desktop computer
in an office or a portable computer in an alternative setting, you make
choices that can either improve or decrease your performance and comfort.
By thoughtfully reviewing the layout of your workplace and your
equipment, you can mostly identify what is wrong and begin to develop
improvements to make computer use more rewarding and less physically
demanding.
Or, do certain tasks or pieces of furniture and equipment stand out as
awkward, difficult, even painful to use? Use your common sense to
eliminate the barriers to performance that you find. Also, in this unit will 207
Understanding Computer examine many possible solutions to common challenges in work area setup.
Applications
Health and safety issues associated with computer use exist in many degrees.
In some cases, the designs of the equipment or procedures present you with
a nuisance. In other situations, the work area design may cause discomfort
or short-term pain. A well-designed work area is only part of the solution.
You must also contribute by using proper work habits and techniques. In the
worst case, poor workplace design and /or improper use may contribute to
injuries.
14.2 OBJECTIVES
After studying this unit, you will be able to:
 understand the disorders associated with the overuse of human
joints;
 enumerate the upper and lower body risk factors;
 discuss proper posture and seating arrangements while working
on a computer; and
 describe the ill-effects on eyes and vision on prolonged exposure
to computer screen.
14.3 REPETITIVE MOTION INJURIES

Repetitive motion injuries, also called repetitive stress injuries, are
temporary or permanent injuries to muscles, nerves, ligaments, and tendons
caused by performing the same motion over and over again. A common
repetitive motion injury is carpal tunnel syndrome as shown in figure 14.1.
This disorder occurs when the median nerve, which travels from the forearm
to the hand through a “tunnel” in the wrist, is compressed by swollen, inflamed
ligaments and tendons. It is often seen with people who use computer
keyboards for long duration or work on assembly lines.
The injury can be quite painful and can also cause numbness, clumsiness,
and a loss of motion, flexibility, and strength in the area. It can worsen
over time without treatment, and can result in a complete loss of function.
Fig. 14.1: Carpal tunnel syndrome

208
Repetitive Motion Injuries is a disorder that is based upon the time, amount Ergonomics
and severity of your exposure. Repetitive Motion Injuries disorders occur
gradually over a long period of exposure to low-level harmful conditions. A
briefexposure to these conditions would not cause harm. But a prolonged
exposure may in some people, result in reduced ability to function.
Not all pain will result in long-term disability. Muscle pain often develops after
exerting yourself in ways that the body is not accustomed. Luckily, muscles
heal very quickly, and even extreme muscle pain will usually diminish within
a few days when managed properly.
14.4 UPPER BODY RISK FACTORS

The main vulnerable parts in the human upper body are the neck, wrist
and back. Therefore particularly while typing/using the mouse you should be
very particular about your posture.
Typing at a keyboard on a desk is a common work posture for many
computer users. In this position it is difficult to maintain the wrist is in
a neutral posture, because the forearms sag as they tire and this puts the wrists
into greater wrist extension. Also, most users have to work with their elbows
flexed, which can compress the median and ulnar nerves at the elbow and
restrict blood flow to the hands. Working with the forearms sloping up increase
muscle loads in the upper arms, shoulders and neck, when you have worked
in this position for more than 3-4 hours invariably leads to muscle fatigue.
Typing at a keyboard on a conventional articulating keyboard tray can increase
postural problems for users. Working with the keyboard more steeply angled
on the tray is a common work posture for many computer users. In this position,
it is also difficult to maintain the wrist is in a neutral posture, because the
forearms sag as they tire and this puts the wrists into greater wrist extension.
Back
The spine is one of the most important organs that need to be taken care
of. Right and wrong postures have their effects not only on wrist and
hands but a tremendous effect is on the back also, so due care must be taken.
You can use the following exercises for back: (These methods should not be
tried without doctor’s consultation.
 Shoulder Squeeze: Raise your arms in front of body with elbows bent
and thumbs up. Pull elbows back, squeezing shoulder blades together.
Hold for a few seconds then release.
 Stretch Up: Sit up straight and gradually stretch to be as tall as
possible, hold for a few seconds and then relax.
Wrist
It has been recognized that repetitive movement at the wrist, as occurs
with prolonged use of a computer keyboard can lead to inflammation in
the carpal tunnel and the resultant painful syndrome. Patients usually feel
pain in the forearm area as well as numbness in the affected hand in
the finger distribution. You can use the following exercises for carpal
tunnel problems that seem to be speeding healing. (try them only after taking
advice from a doctor).
209
Applications
Fig. 14.2: Hand Exercises for Carpal Tunnel Syndrome
14.5 LOWER BODY RISK FACTORS

The lower body even though may not seem to be in direct participation
when working on computers. Nevertheless its importance is not secondary in
any way whatsoever to any other portion of the body.
Position of Legs:
You should make sure that your legs are comfortable while you are
working on the computer for long durations. Generally, if you are a little aware,
you know yourself whether you are sitting position is right for your body or
not. Depending on your height you might need to keep some extra footrest
underneath your feet to support your seating.
Lower Back
In the following figure 14.3, you have seen poor and correct working posture.
Human back is very agile and is unaffected in long run by such positions but
repetitive and prolonged strain of this sort can damage the discs in the backbone
badly and permanently. You should take care that while working on the
computer, the monitor should be placed at such a distance so that you don’t
have to crouch to look at it.
210 Fig. 14.3: Poor Working Posture and Correct Working Posture
You should make sure that the chair you are using provides back rest that Ergonomics
is according to your height so that its back rest aligns with your lower back.
Also, the vertical height above the ground is equally important, and should
be according to your height. The chair should be well cushioned for added
comfort. You should not sit in one position for prolonged periods rather you
should keep on changing your positions or keep taking rest after short durations
of time.
14.6 SEATING
The human body was designed to move. One of the most important aspects
of a good sitting habit is movement. Standing up from your chair and frequently
adjusting your sitting posture can be one of the best methods to guard against
injury and fatigue. The best chair design in the world will not force good posture
or prevent the need for the human body to move.
Height
Your feet should rest comfortably on the floor or if necessary, should be
supported by a footrest. For most people the knees should be at a level
equal to or slightly lower than the hips. Adjust the chair height to attain
a natural inward curve of the spine and optimize the comfort of your
lower back. If the chair is too low, your lower back will flatten or round
out. If the chair is too high, your feet, and therefore your back, are
unsupported. Circulation to the lower legs can also be compromised if the
chair is too high.
Length of the seat pan
There should be 2-3 inches between the back of your leg and the seat
of the chair. This will allow for a natural bend in your knees. If the seat
pan is too short, it can create pressure points and discomfort in the back
of the thigh. If the seat pan is too long, you will not be able to sit back
in the chair. Some chairs have adjustments that shorten or lengthen the
seat pan if necessary.
Lumbar support
The curve of the backrest should support the natural curve of your back.
You should not feel too arched, nor should you feel unsupported. If your
chair does not provide sufficient lumbar support, you might be able to
use a lumbar pillow or towel roll to improve the fit.
14.7 EYES AND VISION

Eye and vision problems are the most common health complaints of
computer users. Using computers for extended periods can cause visual
discomfort, headaches and vision challenges. In general, it is unlikely that you
will suffer permanent changes or damage to your eyes. Rather, you may
experience these symptoms whenever you use a computer intensively for
periods of a couple of hours or longer; the symptoms will diminish soon after
you stop working on the computer. Typical symptoms of vision challenges
include eye strain, blurred vision, burning, itching or tearing eyes, temporary
change in ability to see colors and headaches.
211
Understanding Computer Let us know more about eyes’ related problems. If you have these symptoms
Applications
then you must see a doctor for the same.
Eye strain
Eye strain refers to ocular fatigue, eye discomfort and headaches associated
from intensive use of the eyes. Common causes include glare on the computer
screen, reading small character sizes on the screen and poor contrast between
text and background on the monitor.
Blurred vision
Blurred vision can be caused by normal physiological changes in the eye. It

can also be caused by constant focusing on objects within 12" of the eyes,
which often occurs when reading in low light.
Dry and irritated eyes
Dry and irritated eyes occur when there is insufficient fluid in the eyes to keep
them moist. Eyes are kept moist and refreshed by a normal blink reflex, which
is present from birth. Blink rates vary with different activities and can become
slower when concentrating. Eyes can become red and itchy. Common causes
include:
 reduced blinking when using the computer and
 Air movement that is noticeable in the face area.
If you feel your eyes become dry or tired with computer activities, remember
to take frequent vision breaks. Breaks can include momentarily closing your
eyes or looking away from your computer to focus on distant objects. If your
eyes tend to feel dry or you wear contact lenses, eye drops of an artificial
tear substitute (taken with doctor’s advice) may also help prevent or relieve
symptoms.
14.8 HELPFUL TIPS FOR WORKING ON

COMPUTER
You can use the following tips for working on computer:
 Correct way of using a mouse
A well-designed mouse should not cause undue pressure on the wrist

and forearm muscles. A large bulky mouse may keep the wrist
continuously bent at an uncomfortable angle.
Pressure can be reduced by releasing the mouse at frequent intervals

and by selecting a slim-line, low-profile mouse. Keep the mouse as
close as possible to the keyboard, elbow bent and close to the body.
The following figures show the correct way of using a mouse:
212
Ergonomics
Fig. 14.4: Correct way of using a mouse
 Positioning is everything
Correct positioning of your computer, keyboard and mouse is essential.
Your screen should be positioned about an arm’s length from your eyes
and 20 degrees below eye level. Consider foot and wrist rests for added
comfort.
 Proper Position of Keyboards
Place the keyboard in a position that allows the forearms to be close

to the horizontal and the wrists to be straight. That is, with the hand in
line with the forearm. If this causes the elbows to be held far out from
the side of the body then re-check the work surface height. Some people
prefer to have their wrists supported on a wrist rest or the desk. Be
careful not to have the wrist extended or bent in an up position.
 Room Lighting
Proper lighting in the room is very important. Try to reduce glare and
reflections from your screen and set your color, contrast and brightness
levels to suit you.
 Splash water on your face
During breaks, splash water on your face while closing your eyes. This has
an overall relaxing effect and helps you feel refreshed.
Take time out and follow three steps:
In the first step, after every 20 minutes of looking into the computer screen,
turn your head and try to look at any object placed at least 20 feet away.
This changes the focal length of your eyes, a must-do for the tired eyes.
In the second step, try and blink your eyes to moisten them.
In the third step, you should walk to some distance It helps blood circulation for
the entire body.
With so many of us spending lots of time in front of the computer every day
it comes to no surprise that research is showing a rise in visual problems.
What can one do? First, it’s important to find out how you can protect your
eyes through eye health examination and by making a few minor changes in
your computer viewing habits.
213
Applications 14.9 LET US SUM UP
In this Unit you learnt about the various health related issues while using
computers. The term that is coined for this discipline was Ergonomics. You
learnt about the upper and lower body parts, seating, eyes and vision and
the work layout. As the use of computers is increasing in every field these
days, these issues should be kept in mind and incorporated religiously by every
individual who is using computers in his habits. Computers provide you with
tremendous benefits in all walks of life, but their prolonged usage can also
lead to physiological problems in your body therefore Ergonomics is something
that everybody should be aware of and incorporate in their lives in order to
remain healthy and still be avid computer users.

1. What is Ergonomics?
.........................................................................................................
.........................................................................................................
.........................................................................................................
2. What is Carpal tunnel syndrome?
.........................................................................................................
.........................................................................................................
.........................................................................................................
3. What is the main cause of lower back pain?
.........................................................................................................
.........................................................................................................
.........................................................................................................
4. What effects can prolonged exposure to computer screens have on
your eyes?
.........................................................................................................
.........................................................................................................
.........................................................................................................
5. Explore the various Ergonomic computer equipment’s are available
in the market.
.........................................................................................................
.........................................................................................................
.........................................................................................................
.........................................................................................................
214
Ergonomics
EXERCISE
1. Ergonomics is a field of study that attempts to reduce strain, fatigue, and
injuries by improving product design and workspace arrangement. The
goal is a comfortable, relaxed posture.
2. Carpal tunnel syndrome is a common condition that causes pain, numbness,
tingling and weakness in the hand and wrist. It occurs when there is
increased pressure within the wrist on a nerve called the median nerve.
This nerve provides sensation to the thumb, index, and middle fingers,
and to half of the ring finger.
3. The main cause of lower back pain is the wrong posture and prolonged
strain in the long run.
4. Prolonged exposure to computer screen can cause visual discomfort
headaches vision challenges, eye strain, blurred vision etc.
215

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M.Sc. (DFSM) Programme Coordinator

Course Design and Preparation Team

MFN-010 Course Revision Team (2019)

October, 2019 (Revised)

1.3 WHAT IS A COMPUTER?

1.4 SOME IMPORTANT FUNDAMENTAL TERMS

Fig. 1.1: Hardware

As stated in the previous section, computers are made up of hardware and

 Application Software – Application software are developed in order to

Data is raw, unorganised facts that need to be processed. Data can be

Information is data, when data is processed, organised, structured or

BIOS - BIOS refers to basic input/output system (BIOS). BIOS software

File - Nameable unit of data storage; an element of data storage; a single

Folder - A graphical representation used to organise a collection of computer

Freeware - Software provided at no cost to the user.

1.5 WHAT ARE THE PARTS OF A COMPUTER?

The main Parts of a Personnel Computer are as follows:

The computer case contains the main components of the computer,

Fig. 1.2: Computer Case

Fig. 1.3: Motherboard

8 Fig. 1.4: Central Processing Unit

Fig. 1.5: Random Access Memory

Random Access Memory is volatile. That means data is retained in RAM

Fig. 1.6: Monitor

Fig. 1.7: Keyboard

Fig. 1.8: Mouse

Basic functions of Computer

1.6 WHAT GOES ON INSIDE A COMPUTER?

Fig. 1.9: Information Processing Cycle

1.7 LET US SUM UP

1.8 CHECK YOUR PROGRESS EXERCISE

1.8 ANSWERS TO CHECK YOUR PROGRESS

2.3 Command Line Interface

2.4 Graphical User Interface

2.5 Some Important Windows Concepts

2.6 The Windows Start Button

2.7 Windows Properties

2.8 Working with Multiple Windows

2.9 Control Panel

2.10 Let Us Sum Up

2.11 Check Your Progress Exercise

2.12 Answers to Check Your Progress Exercise

In information technology, the user interface (UI) or simply an “interface” is

 differentiate between text based interface and Graphical User interface;

 change background color, Lock Screen & Wallpaper in Windows 10; 15

2.3 COMMAND LINE INTERFACE

Fig. 2.1: Command line interface

Text-based Interface basically refers to a screen where everything is text. During

Unix shell is an example of command line interface. Also an example of

Fig. 2.2: MS -Word Application Window

Fig. 2.3: Mouse

Fig. 2.4: MS PowerPoint Window

Fig. 2.5: View Button in MS-word Application

Fig. 2.6: Page Setup menu in MS Word Application

Fig. 2.7: Popup Menu

Fig. 2.8: Icons

2.5 SOME IMPORTANT WINDOWS CONCEPTS

Fig. 2.9: Desktop

Using Recycle Bin

Fig. 2.10: Recycle Bin

Fig. 2.11: Computer Icon

Fig. 2.12: Network Icon 21